What We Offer

The role offers growth opportunities, potentially advancing to a Chief of Staff position, for a candidate demonstrating exceptional performance and commitment.

Skill Development Opportunities for professional growth through training and participation in high-level projects, underscoring our commitment to career development.

Responsibilities:

• Serve as the primary point of contact for the CEO, managing communication with tact and professionalism and ensuring all correspondence is handled promptly and appropriately.
• Screen and direct phone calls, distribute correspondence and handle requests and queries judiciously.
• Efficiently manage the CEO's calendar, schedule meetings adhering to specific prioritization guidelines provided using time management techniques such as Pomodoro. Make appointments with a keen eye for detail, while making sure the CEO’s time is managed according to the company’s priorities.
• Arrange travel logistics, ensuring a smooth and organized itinerary.
• Arrange necessary materials and logistics for meetings to facilitate effective discussions.
• Take dictation and minutes during meetings, providing accurate documentation and follow-up.
• Produce high-quality reports, presentations, and briefs to support decision-making processes and facilitate effective communication.
• Develop and maintain an organized office filing system, ensuring easy access to information and documents as needed.
• Coordinate with various service providers, ensuring seamless operations and resolving issues efficiently.
• Manage communication ensuring clarity, tact, and timely responses across all platforms including emails, phone calls, and in-person interactions.
• Attend meetings with the CEO, take notes and then write briefs, summaries and next steps for each meeting and deliverable.
• Keeping an eye on all running projects, ensuring consistent and thorough follow through and delivery of project milestones, and deliverable. “Make sure all the trains leave and arrive to the station at the required time”
• Regularly assess ongoing projects and the CEO’s schedule to anticipate requirements and potential challenges. Develop proactive solutions to address issues before they impact business operations.

What You Need to Succeed

• Highly self-motivated and capable of working effectively with minimal supervision. Demonstrates initiative in completing tasks and managing responsibilities without constant oversight.
• Exceptional foresight and attention to detail to proactively anticipate the needs of the CEO and ongoing projects. Ability to prepare and organize resources in advance such as preparing briefing documents ahead of critical meetings or aligning project timelines with strategic business events.
• Strong analytical skills to identify potential risks in business operations. Proven ability to develop and implement effective risk mitigation tactics.
• Expertise in Google Suite: Proficiency in utilizing Google Sheets, Docs, and Calendar for efficient data management, document preparation, and scheduling.
• Office Management: Knowledge of office management systems and procedures to streamline operations.
• Personal Assistance: Perform online shopping tasks as directed by the CEO, demonstrating efficiency and attention to detail. Provide daily personal assistant support to the CEO, ensuring their professional and personal needs are met with the highest level of service and discretion and may extend to handling personal tasks, such as travel arrangements, expense reports, and managing household affairs.
• Technical Proficiency: Proficiency in MS Office applications and strong proficiency in the English language.
• Time Management: Outstanding time management skills to meet deadlines effectively in a fast-paced environment.
• Attention to Detail: Exceptional attention to detail, demonstrating a commitment to accuracy in all tasks.
• Project Management: Familiarity with project management and project management tools such as Asana, Trello, Jira, or similar platforms.
• Multitasking Skills: Ability to multitask and prioritize daily workload, ensuring efficient task execution.
• Interpersonal Skills: Excellent verbal and written communication skills, with the ability to build and maintain relationships with stakeholders at all levels.
• Confidentiality: Discretion and commitment to maintaining the highest level of confidentiality.
• Educational Qualification: A university Bachelor’s degree or equivalent qualification.

Additional Skills

• Financial Management: Experience in managing financial tasks including budget tracking, expense reporting, and financial forecasting.
• Ability to remain calm under pressure, think critically, and make quick decisions in high-pressure situations.
• Leadership Skills: Demonstrated ability to take initiative, delegate tasks effectively, and lead small projects or teams when necessary.
• Continuous Learning: Willingness to learn new skills and adapt to changing priorities in a dynamic business environment.