Job Description

Key Responsibilities:
1.
Schedule Management:
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Coordinate and manage the CEO's calendar, including scheduling meetings, appointments, and considering travel arrangements. (Travel arrangements to be managed, but to be booked by the Travel desk.)
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Proactively identify scheduling conflicts and propose solutions to optimize the CEO's time.
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Ensure the CEO is briefed on upcoming commitments and has all necessary materials and information for scheduled activities.
2.
Communication Liaison:
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Serve as the primary point of contact for internal and external stakeholders seeking to engage with the CEO.
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Screen and prioritize incoming communication (emails, calls, messages) for the CEO, ensuring urgent matters are addressed promptly.
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Facilitate effective communication between the CEO and various departments, team members, clients, and partners.
3.
Meeting Coordination:
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Organize and coordinate meetings, including setting agendas, sending invitations, and preparing relevant documentation.
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Ensure meeting logistics are arranged seamlessly, such as room bookings, technology setup, and catering if necessary. (To be arranged with Facilities)
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Take minutes during meetings, summarize action items, and follow up on outstanding tasks to ensure timely completion.
4.
Travel Arrangements: Only to oversee that the travel desk manages the Travel Arrangements
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Arrange domestic and international travel itineraries for the CEO, including flights, accommodations, ground transportation, and visas if required.
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Anticipate travel-related needs and preferences of the CEO, making arrangements accordingly to ensure a smooth travel experience.
5.
Administrative Support:
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Provide administrative assistance to the CEO as needed, including drafting correspondence, preparing presentations, and managing expenses. (Work closely with BD for presentations and documentation as required)
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Maintain confidentiality and discretion when handling sensitive information and documents.
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Assist in special projects and initiatives as assigned by the CEO, contributing to the overall success of the executive team.
Qualifications:
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Proven experience as an executive assistant, scheduler, or similar role supporting C-suite executives.
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Exceptional organizational skills with the ability to multitask and prioritize effectively in a fast-paced environment.
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Strong communication skills, both written and verbal, with a professional and approachable demeanor.
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Proficiency in calendar management software (e.g., Microsoft Outlook) and other office productivity tools.
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Discretion and confidentiality in handling sensitive information and communications.
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Adaptability and resourcefulness to address unexpected changes or challenges in scheduling and coordination.
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Ability to work independently with minimal supervision while also functioning well within a team environment.
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Attention to detail and a commitment to accuracy in all tasks and communications.
Joining our team as the Executive Scheduler provides an exciting opportunity to play a pivotal role in supporting our CEO and contributing to the success of our organization. If you thrive in a dynamic and challenging environment and possess the skills and qualities outlined above, we invite you to apply and become a valuable member of our team.

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