Organize and manage the Chairmans calendar, scheduling meetings, appointments, and events, ensuring there are no conflicts and that time is optimized effectively.
Coordinate and prioritize meeting requests, and prepare the Chairman with necessary materials in advance.
u Communication Facilitation:
Act as the primary point of contact for the Chairman, handling incoming and outgoing communications, including emails, phone calls, and correspondence.
Screen and prioritize communications, redirecting them as appropriate and ensuring the Chairman is informed of urgent matters.
u Meeting Coordination:
Organize and coordinate meetings, including preparing agendas, distributing relevant documents, and taking minutes.
Ensure follow-up on action items from meetings, keeping track of deadlines and progress.
u Travel Arrangements:
Arrange domestic and international travel for the Chairman, including booking flights, accommodations, and ground transportation.
Prepare detailed travel itineraries and manage any changes or issues that arise during travel.
u Document Preparation and Management:
Prepare, proofread, and edit reports, presentations, speeches, and other documents for the Chairman.
Maintain and organize both digital and physical files, ensuring that all important documents are easily accessible.
u Confidential Information Handling:
Manage confidential and sensitive information with the utmost discretion and integrity.
Ensure that all sensitive documents and communications are securely handled and stored.
u Liaison Role:
Act as a liaison between the Chairman and other executives, employees, clients, and external stakeholders, fostering clear and efficient communication.
Represent the Chairman in meetings or events when necessary.
u Project Support:
Assist the Chairman in managing special projects, including conducting research, preparing reports, and coordinating with other departments.
Track project progress and provide regular updates to the Chairman.
u Event Coordination:
Plan and coordinate company events, meetings, and conferences, handling all logistics and ensuring smooth execution.
Liaise with vendors, venues, and participants to ensure all aspects of events are managed effectively.
u Office Management:
Oversee the day-to-day operations of the Chairmans office, including maintaining supplies, equipment, and ensuring a professional and organized environment.
Handle administrative tasks such as expense reports, reimbursements, and invoice processing.
u Decision Support:
Provide the Chairman with accurate and timely information to support decision-making processes.
Assist in gathering and analyzing data for strategic initiatives and company performance reviews.
u Relationship Management:
Maintain positive relationships with key stakeholders, including board members, clients, and business partners.
Facilitate the Chairmans networking efforts by managing contacts and scheduling meetings.
u Time Management:
Ensure that the Chairman?s time is managed effectively, balancing strategic initiatives with operational demands.
Anticipate needs and prepare in advance to ensure smooth daily operations.
u Problem-Solving:
Address and resolve any issues or challenges that arise in the Chairman?s schedule or workflow.
Provide proactive solutions to potential administrative or operational obstacles.
u Support in Decision-Making:o Provide the Chairman with all necessary information and data to facilitate informed decision-making.
Research and summarize information on various topics as requested by the Chairman
