Chief Administrative Assistant

Administrative Support Specialist
The ideal candidate for this role will possess exceptional organizational skills, the ability to handle sensitive information with discretion, and a strong aptitude for managing complex schedules and administrative tasks.

Manage and organize calendars, including scheduling appointments, meetings, and travel arrangements for executives.
Handle correspondence, including drafting emails and letters, managing incoming mail, and ensuring timely responses.
Key Responsibilities:

Calendar Management of Director:

Proactively manage the Director's calendar, balancing strategic priorities and urgent tasks, while ensuring optimal allocation of their time.
Coordinate with other departments and external stakeholders to schedule meetings, events, and conferences, ensuring seamless integration into the Director's schedule.
Anticipate and resolve scheduling conflicts, and provide reminders for upcoming commitments.
Communication Management:

Act as the first point of contact for internal and external stakeholders on matters about the executive team.
Coordinate and facilitate communication between departments and external parties, ensuring clarity and efficiency.
Meeting and Event Coordination:

Organize and prepare for meetings, including setting agendas, preparing materials, and ensuring technology setup for virtual meetings.
Take minutes during meetings and follow up on action items.
Project Management:

Assist in managing projects, coordinating with different teams, and ensuring project deadlines are met.
Provide support in project-related research and presentation preparation.
Document Management and Reporting:

Prepare and edit documents such as reports, memos, and presentations.
Maintain a filing system for sensitive and confidential company documents.
Financial Management:

Assist with expense reporting and budget tracking for the executive team.
Handle invoicing and liaise with the finance department for approvals and processing.
Requirements:

Proven experience as an executive assistant or similar administrative role.
Excellent written and verbal communication skills.
Strong organizational and time management skills, with a proven ability to prioritize and handle multiple tasks.
Proficiency in Microsoft Office Suite and familiarity with other business tools and software.
Discretion and confidentiality are imperative.
Education:

Bachelor's degree in business administration, Communications, or related field preferred.
Additional Requirements:

Ability to work under pressure and meet tight deadlines.
Adaptability to changing business needs and environments.