Executive Personal Assistant / Office Manager

As the Executive Personal Assistant/Office Manager to the Chairman, you are responsible for providing high-level administrative support and acting as a trusted right-hand to the Chairman. This role requires frequent travel with the Chairman, including extended travel during the summer period. The Executive Personal Assistant will ensure smooth coordination of all professional engagements and personal matters, while managing the Chairman’s demanding schedule and complex tasks. You must be highly organized, proactive, and capable of maintaining the utmost discretion in handling confidential matters.

Key Job Responsibilities:

Executive Support:

• Manage the Chairman’s complex calendar, scheduling meetings and appointments across multiple time zones.
• Screen and prioritize incoming correspondence, phone calls, and requests, acting as a gatekeeper to ensure the Chairman's time is used efficiently.
• Handle LPOs, payments, and file submissions from internal and external departments for the Chairman’s review and signature.
• Prepare detailed reports, presentations, and other documents for the Chairman’s meetings.
• Provide executive support in drafting emails, preparing communication materials, and following up on action items.
• Conduct research and gather information for the Chairman on various topics.
  
  

Meeting Coordination & Preparation:

• Organize and prepare meeting agendas, briefing materials, and minutes for both internal and external meetings.
• Attend high-level project meetings with the Chairman, capturing key points and action items, and ensure timely follow-up on deliverables.
• Ensure seamless coordination and communication with the leadership team, board members, and external partners, maintaining strong professional relationships.
  
  

Liaison & Stakeholder Management:

• Serve as the primary point of contact for internal and external communication on all matters related to the Chairman’s office.
• Build and maintain strong relationships with key stakeholders, including clients, government officials, board members, and senior executives.
• Coordinate and facilitate communication between the Chairman and other departments, ensuring timely follow-up and resolution of key issues.
  
  

Travel Management:

• Plan, organize, and coordinate complex domestic and international travel arrangements for the Chairman, including accommodations, itineraries, transportation, and visa applications.
• Manage and adjust travel plans as necessary, ensuring smooth travel experiences even when unexpected changes occur.
• Accompany the Chairman on business trips, ensuring that all logistical and personal needs are met.
  
  

Confidentiality & Discretion:

• Handle highly confidential information with the utmost discretion and professionalism.
• Manage sensitive documents, files, and information relating to company operations, board decisions, and strategic initiatives.
• Protect the Chairman’s privacy in all business and personal matters.
  
  

Project Management:

• Assist in managing and tracking progress on various initiatives led by the Chairman’s office, ensuring deadlines are met.
• Coordinate efforts across multiple departments to ensure smooth execution of key projects.
• Conduct site visits and perform research to provide analysis and reports to support the Chairman’s decision-making processes.
• Coordinate special projects from inception through completion, ensuring deliverables are on time and aligned with the Chairman’s vision.
• Liaise with the Development team to ensure updates, follow-ups, and meetings with potential stakeholders are executed seamlessly.
  
  

Skills:

• Exceptional organizational and time-management skills, with the ability to manage a complex and constantly evolving schedule.
• Excellent written and verbal communication skills, with the ability to draft correspondence and prepare reports.
• High proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and general office technology.
• Strong problem-solving and decision-making abilities, with the capacity to handle challenges effectively.
• Ability to work independently with minimal supervision, while managing multiple tasks and priorities.
• High level of discretion, confidentiality, and professionalism.
• Strong interpersonal skills, with the ability to interact effectively with senior executives, board members, and high-profile clients.
• Ability to work under pressure, managing tight deadlines, and adapting to changing priorities.
  
  

Competencies:

• Attention to Detail: Meticulous attention to detail, ensuring accuracy in all work.
• Adaptability: Ability to quickly adjust to shifting priorities and unforeseen challenges in a fast-paced environment.
• Proactive Approach: Capable of anticipating the Chairman’s needs and taking the initiative to address them before being asked.
• High Emotional Intelligence: Ability to manage relationships effectively, understanding the Chairman’s expectations and responding with professionalism.
• Time Management: Excellent ability to prioritize tasks and manage the Chairman’s schedule efficiently, ensuring that time is allocated appropriately across multiple demands.
  
  

Work Environment:

• This position requires frequent travel, including extended periods of up to four consecutive months during the summer, accompanying the Chairman.
• Flexibility to work extended hours, including evenings and weekends, based on the Chairman’s schedule and business needs.