Personal Staff Officer To CEO & Office Assistant

Purpose/Objective

This role is responsible to provide high-level, confidential administrative and executive support to the CEO, ensuring their time is optimized for strategic priorities. Simultaneously, the role oversees office operations to maintain a productive, efficient, and professional workplace environment for the entire team.

Key Responsibilities of Role

Executive Alignment: Act as a "right hand" to the CEO, maintaining a deep understanding of organizational priorities to ensure the CEO’s daily schedule reflects strategic goals. Action Tracking: Monitor progress on high-priority projects and transformation initiatives, ensuring deadlines are met and follow-ups are completed. Decision Support: Prepare briefing notes, reports, and presentations to assist the CEO in informed decision-making. Calendar & Travel: Manage complex calendars, schedule meetings, and arrange end-to-end travel logistics, including Visas (Domestic and International) for international Energy business employees, flights, and detailed itineraries. Office Management: Oversee daily office needs, including managing vendor relationships, ordering supplies, and maintaining office readiness. Secretariat Duties: Plan and coordinate board meetings and senior leadership events, including preparing agendas and accurately recording meeting minutes. Digital Approach- Digital Task Management: Use tools like Trello or Microsoft To-Do to track the CEO’s pending items and office maintenance schedules. AI Support Tools: Utilize AI-powered apps to generate initial meeting transcripts, manage automated scheduling links, and help organize the CEO’s inbox using smart folders and basic filters. Confidentiality: Handle highly sensitive corporate and personal information with absolute discretion and professional integrity. Compliance & Governance: Support the maintenance of corporate records and risk registers to ensure the business complies with relevant legislation and internal policies. Issue Escalation: Anticipate potential challenges or agenda disruptors and proactively resolve them before they impact operations. Facilitate smooth communication between the CEO, leadership team, and the wider office to foster a cohesive company culture. Act as a support Admin professional for International Energy BU, such as coordinating employee celebrations, support in managing staff birthday calendars along with BU HR or supporting with onboarding tasks. Identify and implement more efficient administrative systems or office procedures to streamline workflows. Act as the primary point of contact for internal and external stakeholders, filtering inquiries and managing the CEO's professional access. Maintain and develop strong connections with key partners, board members, and high-profile clients on behalf of the CEO. Manage corporate guest services, ensuring all visitors receive a professional and warm welcome to the executive floor.

Technical Competencies

Collaboration & Communication ,Digital Task & Workflow Management,Document & Data Management,Travel & Visa Management,Office Administration Support,Calendar & Scheduling Management

Qualifications and Experience

- 5-10 years of experience in as a Personal Assistant to senior CXO’s or Office Assistant from a large organization. - Additional Advantage: Exposure to international business operations (Like Visa) or global mobility processes.