Senior Associate, Senior Secretary, CEO office

Job Purpose:

The Executive Assistant provides high-level administrative and operational support to the Managing Director or Chief Executive Officer, ensuring the efficient and effective functioning of the executive office. This role requires exceptional organizational skills, proactive problem-solving, discretion, and the ability to manage complex schedules and communications.

Key Responsibilities:

• Administrative Support:
• Manage and maintain the MD/CEOs calendar, including scheduling appointments, meetings, and conferences.
• Organize and coordinate all aspects of business travel arrangements, including flights, accommodation, and itineraries.
• Prepare and edit correspondence, communications, presentations, and other documents.
• Handle incoming calls and correspondence, prioritizing and responding as appropriate.
• Maintain an organized filing system for important documents, both physical and digital.
• Meeting Management:
• Coordinate and prepare materials for meetings, including agendas, presentations, and reports.
• Attend meetings, as required, to take minutes and track action items.
• Ensure timely follow-up on decisions and action items from meetings.
• Communication & Stakeholder Management:
• Act as a primary point of contact and liaison between the MD/CEO and internal/external stakeholders.
• Screen and direct phone calls and emails, and resolve routine inquiries independently.
• Maintain confidentiality and exercise discretion in all communications.
• Project & Task Coordination:
• Assist in the preparation and monitoring of budgets and expenses.
• Conduct research and compile data to prepare reports and presentations.
• Support special projects and initiatives as directed by the MD/CEO.
• Office Operations:
• Ensure the executive office runs smoothly and efficiently.
• Order and manage office supplies and equipment as needed.

Qualifications:

• Education: Bachelors degree in Business Administration, Secretarial Studies, or a related field is preferred.
• Experience:
• Minimum of 10 years of experience as an Executive Assistant, preferably supporting C-suite executives or Managing Directors.
• Experience within the banking or financial services industry is a plus.
• Skills:
• Exceptional Organizational Skills: Ability to manage multiple priorities, complex calendars, and deadlines effectively.
• Communication Skills: Excellent verbal and written communication skills with strong attention to detail.
• Interpersonal Skills: Professional demeanor, strong interpersonal skills, and the ability to interact confidently with all levels of staff and external stakeholders.
• Discretion & Confidentiality: Proven ability to handle sensitive information with the utmost discretion and confidentiality.
• Technical Proficiency: Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and other relevant software/tools.
• Proactiveness & Problem-Solving: Ability to anticipate needs, identify potential issues, and proactively offer solutions.
• Adaptability: Ability to adapt to changing priorities and work effectively in a fast-paced environment.

Desired Attributes:

• High level of integrity and professionalism.
• Self-motivated and able to work independently with minimal supervision.
• A strong sense of initiative and ownership.
• Committed to continuous learning and professional development.