An Executive Secretary to the CEO will be responsible for providing administrative and organizational support to the CEO, ensuring smooth and efficient operations within the executive office. This includes managing the CEO's schedule, coordinating meetings, handling communication, etc. He/She will be the point of contact for both internal and external stakeholders, maintaining confidentiality and professionalism in all interactions.
Key Responsibilities
1. Schedule Management:
Managing the CEO's calendar, scheduling appointments, meetings, and travel arrangements.
Coordinating and prioritizing meetings, ensuring optimal time management.
Arranging travel itineraries and accommodations.
2. Communication:
Acting as the primary point of contact for internal and external communication.
Screening and directing phone calls, managing correspondence (emails, letters, etc.).
Drafting and reviewing documents on behalf of the CEO.
Maintaining accurate and timely communication with stakeholders.
3. Meeting Coordination:
Preparing agendas, presentations, and other materials for meetings.
Taking minutes during meetings and distributing them to relevant parties.
Following up on action items from meetings.
4. Administrative Support:
Organizing and maintaining files (both electronic and paper).
Managing office supplies and equipment.
Preparing invoices or financial statements and providing assistance in bookkeeping.
Conducting research and preparing reports as needed.
5. Confidentiality and Discretion:
Handling confidential information with utmost discretion and professionalism.
Maintaining the privacy of the CEO's communications and documents.
6. Other Duties:
Assisting with special projects and initiatives as assigned by the CEO.
Coordinating events and conferences.
Providing general administrative support to the executive team.
Qualifications and Experience
Any graduate.
1-2 years of experience in similar role in an NGO.
Skills and Competencies
Excellent communication and relationship-building skills.