Job Description
About the role:
This position provides comprehensive administrative and operational support to the CEO, ensuring seamless coordination of executive activities and office functions. The role involves managing high-level meetings, handling sensitive projects, and overseeing office logistics. Success in this position requires exceptional organizational skills, discretion, and the ability to interact effectively with senior stakeholders.
Key Responsibilities:
Executive Support & Governance Coordination
- Serve as the primary point of contact between the CEO and board members, internal teams, and external partners.
- Manage complex scheduling, including domestic and international travel arrangements.
- Organize and execute meetings for governing bodies and committees, ensuring all logistics from agendas to seating plans are handled professionally.
- Prepare and format presentations, reports, and meeting materials. - Maintain accurate records of board membership and manage access to secure online resources.
- Facilitate virtual and in-person meetings, including sending invitations and managing participant lists.
Special Assignments
- Conduct research and prepare detailed reports for confidential projects.
- Coordinate executive-level recruitment processes, including candidate screening and interview scheduling.
- Collaborate with finance leadership to support administrative aspects of financial Operations.
Office Management - Maintain inventory of office and kitchen supplies, ensuring readiness for meetings and events.
- Organize on-site gatherings, staff lunches, and social activities, including vendor coordination and post-event cleanup.
- Act as liaison with building management and oversee maintenance contracts.
- Manage expense reporting and vendor invoicing, including corporate credit card reconciliation.
- Handle procurement of gifts for staff milestones and special occasions.
Qualifications :
Experience
- Minimum of 7 years supporting senior executives in a corporate or association environment.
- Proven ability to plan and execute high-profile meetings and events.
Skills & Competencies
- Advanced proficiency in Microsoft Office Suite (especially PowerPoint); familiarity with virtual meeting platforms.
- Strong written and verbal communication skills with meticulous attention to detail.
- Ability to prioritize multiple tasks, adapt to changing circumstances, and act decisively when needed.
- High level of discretion and professionalism when handling confidential information.
- Strong organizational and time-management abilities.
- Willingness to travel as required, including occasional international trips.
Technical Tools
- Microsoft Office Suite, Adobe Creative Suite, and virtual collaboration platforms (Teams, Zoom, etc.).
- Knowledge of event management tools is a plus.
Physical & Work Environment Requirements
- Ability to operate standard office equipment and lift up to 25 pounds.
- Must be able to travel for conferences and industry events as needed.
- Occasional in-office presence required on remote workdays if requested.
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