Manage and maintain the CEO’s diary and account.
• Filter s, highlight urgent correspondence and print attachments.
• Ensure busy diary commitments, papers, and travel arrangements are managed effectively including producing a daily folder with diary, necessary papers, etc. and troubleshooting problems.
• Conduct weekly diary meetings with the CEO to discuss upcoming engagements, invitations and other requests.
• Schedule on behalf of the CEO meetings between him and his direct reports and the committees and groups to which he is a member.
• Coordinate travel and accommodation requirements in connection with others and ensure arrangements in place for the CEO match his requirements.
• Filter general information, queries, phone calls and invitations to the CEO by redirecting or taking forward such contact as appropriate.
• Manage the process of calling for briefing on behalf of the CEO from start to finish to ensure that he is fully prepared for all engagements.
PERSON SPECIFICATION - Qualifications, Experience, Knowledge & Skills
• Demonstrable experience in an administration/executive assistant/PA role in a highly pressurized environment requiring tact, judgment and discretion in handling internal and
external contacts (essential).
• Experience of diary management/researching and booking of travel and accommodation (essential).
• Experience of successfully working with senior management (essential).
• Must be proficient with the keyboard and IT applications (this may be tested during the selection process).
• Expert level in the use of Outlook.
• Intermediate level in the use of Word, Excel and PowerPoint.
Skills (all essential):
• Excellent organizational skills, ability to multi-task and organize others.
• Excellent oral and written communication skills and ability to professionally represent the CEO’s office.
• Ability to work under pressure and be flexible as part of a small team.
• Attention to detail and deadlines.
• Ability to filter information and assess priorities.
• Ability to develop and maintain good working relationships at all levels, including during difficult or challenging circumstances.
• Ability to prioritise and manage own workload amid conflicting demands and busy work periods.
• Ability to think ahead and anticipate needs before they arise.
• Ability to exercise discretion in dealing with confidential or sensitive matters.
• Confident and able to work on own initiative and with limited supervision