Executive Assistant At Pg Consulting Limited
full-time
The Executive Assistant has the overall responsibility of providing high-level administrative support to the CEO, ensuring smooth day-to-day operations of the office. The individual serves as the primary point of contact for internal and external interactions on all matters pertaining to the Office of the CEO and a liaison to senior management teams; organizes and coordinates external relations efforts; overseas and works independently on special projects from conception to completion.
The position requires an individual who is self-directing with minimal supervision, creative, and enjoys working within a small, entrepreneurial environment that is mission and results-driven oriented. The EA is expected to be highly organized, proactive, and capable of managing multiple priorities. This role requires a deep understanding of executive needs, exceptional communication skills, and the ability to handle sensitive and confidential information.
The Executive Assistant reports directly to the CEO and must be able to work under pressure to handle a wide variety of activities with discretion.
Key responsibilities
Executive Support
Completes a broad variety of administrative tasks for the CEO including managing an extremely active calendar of appointments; composing and preparing correspondence, maintaining an organized filing system of paper and electronic documents, arranging travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
Prepare reports and documents required for decision making when required.
Plan, coordinate, and ensure the CEO's schedule is followed and respected.
Process and track expenses, ensuring timely submission and adherence to company policies.
Screen incoming visitors, phone calls, communication for relevance, prioritization, and importance.
Draft, proofread, and edit correspondence, reports, and presentations. Respond to emails and inquiries on behalf of the CEO.
Work closely and effectively with the CEO to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately.
Organize and prepare for meetings, including gathering documents, setting up conference calls, and managing meeting logistics.
Anticipate needs, manage priorities, and ensure executives' time is optimized for business-critical tasks.
Prioritize conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
Senior Management Liaison
Serve as a liaison between executives and internal/external stakeholders, including clients, board members, and staff.
Participate as an adjunct member of the Executive Team including assisting in scheduling meetings, coordinating the agenda of management meetings and general Team meetings, and attending meetings with the CEO.
Assists in ensuring that the CEO's bio is kept updated and responds to requests for materials or documents regarding the CEO.
Edits and completes first drafts for written communications to external stakeholders..
Event Management
Organize and manage high-level events, meetings, and conferences, ensuring all logistics align with the CEO's objectives.
Oversee invitations, guest lists, and RSVP tracking, ensuring key stakeholders and VIP guests are accommodated and well-informed.
Develop detailed event agendas and itineraries, coordinating with the CEO and relevant departments to ensure smooth event execution.
Requirements
Bachelor's degree in business administration, Law, Communications, or any other related field. Master's degree is an added advantage.
3 - 5 years' experience with a minimum of 3 years' experience supporting C-Suite Executives.
Experience and Interest in internal and external communications.
Well-developed quantitative and qualitative skills, including proficiency in Microsoft Office suits such as Word, Excel, PowerPoint and Social Media web platforms and Ai tools.
Experience working in a corporate setting, particularly within finance or consulting, sectors.
Familiarity with project management tools and virtual meeting platforms (Zoom, MS Teams).
Experience managing both onsite and remote executives.
Desired Skills & Attributes
Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
Very strong interpersonal skills and the ability to build relationships with stakeholders, including team members, board members and external partners.
Ability to work independently, exercise good judgment, and maintain confidentiality.
Expert level written and verbal communication skills.
Demonstrate proactive approaches to problem-solving with strong decision-making capability.
Strong leadership and managerial skills.
Intellectually curious.
A strong focus on excellence. Demonstrate ability to achieve high performance goals and meet deadlines in a fast-paced environment.
A thirst for knowledge and learning.