We seek a highly organized and adaptable individual with strong leadership qualities to serve as a Personal Assistant and Senior Office Manager. This role requires a unique blend of supporting the CEO with personal and administrative tasks, managing essential office functions, and occasionally acting as a representative of the CEO in minor matters. The ideal candidate is a proactive problem-solver with exceptional communication skills, strong attention to detail, and the utmost discretion. An MBA is highly desired for this role.
Responsibilities:
Personal Assistance:
- Calendar Management: Maintain the CEO’s schedule, coordinate appointments, meetings, and travel arrangements.
- Communication: Screen and respond to emails, phone calls, and correspondence on behalf of the CEO as directed.
- Personal Errands: Assist with personal tasks as needed, such as managing household appointments, making reservations, or running errands.
- Travel Support: Book flights, hotels, and transportation; prepare itineraries and travel documents.
- Expense Reports: Track and reconcile expenses, prepare and submit expense reports.
Senior Office Management:
- Office Operations: Oversee all aspects of office administration, including facilities management, vendor relationships, and procurement.
- Team Leadership: Supervise and mentor office staff, delegating tasks and providing guidance.
- Process Improvement: Identify opportunities to streamline office workflows and implement efficient processes.
- Budget Management: Develop and manage the office budget, track expenses, and identify cost-saving measures.
- Policy Development: Contribute to the development and implementation of office policies and procedures.
- Project Management: Lead and manage office-related projects, ensuring timely completion and within budget.
- Technology Management: Oversee office technology, including software and hardware, ensuring smooth operations and security.
Acting on Behalf of the CEO:
- Decision-Making: In the CEO’s absence, make decisions within a predefined scope of authority, escalating issues as needed.
- Representation: Attend meetings or events on behalf of the CEO, providing updates and representing the company’s interests.
- Strategic Input: Contribute to strategic discussions and provide insights on office-related matters.
Qualifications:
- Experience: Proven experience as a Personal Assistant or Office Manager, ideally with experience supporting high-level executives.
- Education; Bachelor’s degree in Business Administration or a related field required.
- Skills:
- Excellent communication and interpersonal skills, both written and verbal.
- Strong organizational and time management skills.
- Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
- Ability to work independently and as part of a team.
- High level of discretion and confidentiality.
- Proactive and resourceful problem-solving abilities.
- Ability to handle multiple tasks simultaneously and prioritize effectively.
- Adaptability and flexibility to changing priorities.
- Demonstrated leadership and team management skills.
- Strong analytical and problem-solving skills.
- The possibility of traveling