CEO Personal Assistant

CEO Assistant and office manager

Job description:
Manage, coordinate and maintain the calendar of the CEO besides daily schedule for tours, in addition to handling appointments, meetings, events, and trips.

Manage the space, pay utilities, archive documents, and execute contracts.

Responsible for organizing internal and external meetings ensuring all requirements are made e.g. meeting venue, equipment, presentations, preparing agendas, etc.

Responsible about facility`s maintenance, head office supplies, and any related requirements.

In charge of organizing travel and logistics including flights, visa requirements, hotel accommodation, car rental, meeting schedules while travelling, and completing expenses.

Monitor and respond to incoming communications (including complaints) to CEO’s office including phone calls, emails, and walk ins, ensuring correct department distribution.

Secretarial support for meetings, including drafting and circulating meeting agendas, preparing minutes, communicating meeting reminders, confirming venues, and arranging refreshments. Writing and distributing comprehensive minutes and action points to all members post meeting.

Drafting and writing high quality reports and presentations, Communicating important updates and information to Office.

Act as a focal point between the CEO's office and company support functional services to monitor all processes and workflows, along with covering any missing function shortage to maintain stable performance for this function.

Getting HR's insights and expertise; from HR's perspective, they can get insights on the broader business strategy and goals. Together, they can develop programs, initiatives, and strategies that best serve the employees and the business.

Assisting in online and offline marketing activities by demonstrating expertise in various areas (content development and optimization, advertising, events planning etc.)

Handling customer complaints for local, and global accounts, and develop solutions.

Coordinating local and global purchases of raw materials, machinery, maintenance, and
spare parts.

Monitoring warehouses for raw materials, packaging supplies, and finished products.

Maintaining communication with planning team, production team logistics team up until
finish products shipping and maintaining a close eye on customer feedback.

Create the company’s supply chain strategy with continuous monitoring, and analyze data from shipping and delivering processes to find bottlenecks and other issues to make sure  logistics are run smoothly, with maintain supply chain inventory and records to find cost-effective solutions for supply chain processes.

Collaborate with other departments to create coordinated plans for business growth along with developing and implementing guidelines in all aspects.