Job Description

Title Executive Support to CEOJOB PURPOSEThe CEO Support Specialist is responsible for providing high-level administrative and organisational support to the CEO. This role goes beyond the traditional Personal Assistant (PA) duties, encompassing the preparation of board documents, coordination of special projects, and strategic support in the execution of the CEO's agenda. The ideal candidate will have a strong understanding of the business, exceptional organisational skills, and the ability to work in a fast-paced environment.KEY RESPONSIBILITIES:Board Preparation:Assist the CEO with the preparation of Board materials, ensuring all documents are accurate, complete, and submitted on time.Compile, proofread, and format Board reports and presentations.Liaise with Board members and other stakeholders to gather necessary information for meetings.PowerPoint Presentations:Design and develop high-quality PowerPoint presentations for the CEO.Ensure presentations are visually appealing, clear, and effectively communicate the intended message.Update and revise presentations as needed to reflect the latest information and data.Strategic and Administrative Support:Handle confidential information with utmost discretion and professionalism.Manage correspondence, draft emails, and respond to inquiries on behalf of the CEO.Organize and maintain the CEOs files and records.Assist with the administration related to the Strategy formulation, implementation and monitoring.Work closely with the CEO to prioritise and manage the execution of key strategic initiatives.Act as a liaison between the CEO and other Senior executives, ensuring effective communication and alignment on key issues.Provide insights and recommendations to the CEO based on data analysis and market trends.Coordinate the CEOs diary management, ensuring all appointments, meetings, and events are scheduled efficiently.Organise and coordinate executive meetings, including leadership team meetings and strategy sessions.Prepare meeting agendas, take minutes, and follow up on action items to ensure timely completion.Assist in planning and organizing the CEOs travel arrangements, including booking flights, accommodation, and transportation.Coordinate with relevant stakeholders to ensure seamless communication and task delegation.Project Coordination:Support the CEO in managing special projects and initiatives.Develop project plans and track project progress, provide updates, and ensure deadlines are met.Provide regular updates to the CEO.Coordinate with various departments and stakeholders to gather information and facilitate project execution.Conduct research and analysis to support the project development and decision-making.Communication and Liaison:Serve as a point of contact between the CEO and internal/external stakeholders.Facilitate communication and follow-ups on action items from meetings and projects.Ensure timely and accurate dissemination of information to relevant parties.Work with the Chief Marketing Officer and the Marketing Communications team to formulate and support the executive communication plans as well as draft and circulate any internal or external communication required.Enhance the Executives and Managing Directors (Altron Leaderships) effectiveness through proactive communication and task management.Bridge the gap between Leadership, senior management, middle and junior management, staff customers of Altron and other stakeholders.Represent the managing director in selected commercial and operational engagementsCOMMUNICATIONS & WORKING RELATIONSHIPS:Internal:Board of DirectorsGroup CE, Executives, MDsSenior ManagementInvestor Relations and related StakeholdersBusiness Unit Leaders and Functional Executive/HeadsReasons for Interaction:Align on purpose and execution of dutiesLiaise with Business Units for sourcing and sharing informationRepresent the Office of the CEO and follow through on matters as required.Alignment with the Altron StrategyExternal:Consultants and Service ProvidersRegulatory AuthoritiesClients and Investor RelationsReasons for Interaction:Respond to customer requirements courteously and timeouslyProvide necessary informationAddress problems and direct complaintsEnsure services are delivered according to required standardsFollow through on actionsQUALIFICATIONS, EXPERIENCE, & SKILLS:Educational Qualifications:Bachelors degree in Business Administration, Communication, or a related field.Post Graduate Diploma in Business Admin or an MBA will be preferred.Additional qualifications in project management or administrative support are advantageous.Years of ExperienceMinimum of 5 years of experience in an administrative or support role, preferably at the executive level within a large complex organisation.Proven experience in corporate governance, preparing Board materials and high-level presentations.Experience in coordinating activities and managing schedules.Experience with Strategic Project managementOther requirementsStrategic Thinking: Ability to understand the broader business context and align support activities with strategic objectives.Project Management: Strong project management skills, with the ability to lead and execute multiple initiatives simultaneously.Communication: Excellent written and verbal communication skills, with the ability to convey complex information clearly and effectively.Discretion: Demonstrates a high level of integrity and confidentiality in all dealings.Problem-Solving: Proactive and solution-oriented, with the ability to anticipate issues and provide actionable recommendations.Adaptability: Flexible and able to adapt to changing priorities and demands.Proficient in Microsoft Office Suite, particularly PowerPoint and Excel.Strong attention to detail and ability to work under pressure.Ability to anticipate the needs of the CEO and act accordingly.Professional demeanor and ability to represent the CEOs office effectively.Full-time position with occasional extended hours based on business needs.Some travel may be required for meetings and special projects.Drivers License with own reliable car is essentialEducationLanguages

Altron