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Job Description
Job Purpose:
CEO’s have very busy schedules and heavy workloads. As such, it is the responsibility of the executive assistant to manage his schedule and workload and ensure he is adequately prepared for meetings. Prior to meetings, the executive assistant may prepare the meeting agenda and provide needed background information to the CEO. It is also his responsibility to ensure the CEO is briefed on her daily schedule to ensure she arrives on time and knows where to be.
Duties and responsibilities:
- Completes a broad variety of administrative tasks for the CEO including: managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
- Plans, coordinates and ensures the CEO's schedule is followed and respected, creating win-win situations for direct access to the CEO's time and office.
- Communicates directly, and on behalf of the CEO, with Board members, donors, Foundation staff, and others, on matters related to CEO's programmatic initiatives.
- Researches, prioritizes, and follows up on incoming issues and concerns addressed to the CEO, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
- Provides a bridge for smooth communication between the CEO’s office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff.
- Works closely and effectively with the CEO to keep her well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a "barometer," having a sense for the issues taking place in the environment and keeping the President updated.
- Provides leadership to build relationships crucial to the success of the organization, and manages a variety of special projects for the CEO, some of which may have organizational impact.
- Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the CEO's ability to effectively lead the company.
- Prioritizes conflicting needs; handles matter expeditiously, proactive.
Other tasks and responsibilities:
- Overseeing CEO office operation.
- Greeting visitors, answering a high-volume of incoming phone calls and delivering world-class service to our customers.
- Coordinating appointments and meetings and managing staff calendars and schedules.
- Supervising, mentoring, training, and coaching our office staff and delegating assignments to ensure maximum productivity.
- Coordinating domestic and international travel, including flight, hotel, and car rental reservations.
- Purchasing office supplies and equipment and maintaining proper stock levels.
- Producing reports, composing correspondence, and drafting new contracts.
- Creating presentations and other management-level reports.
Job Requirements
- FLUENT spoken and written English and Arabic is a MUST
- Bachelor’s degree required;
- 5-7 years of office administration experience;
- Computer literacy and proficiency in Microsoft Office;
- Attention to detail is a must as well as strong organizational skills;
- He/She must be committed to establishing and maintaining effective organizational systems within an office environment;
- Event planning experience highly desired;
- Experience with international travel arrangements and logistics management is a strong plus;
- High level of professionalism and a strong ability to relate to people of all business levels;
- Understanding of project management and the skills needed to forecast and plan ahead;
- Effective interpersonal communication style particularly with Board members, executives and senior level staff;
- Passionate, enthusiastic, team player, with good judgment and an ability to work in a fast-paced environment and adapt quickly to changing needs and priorities; proven ability to prioritize and manage multiple tasks simultaneously with little direction; and
- Strong problem-solving skills.
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