Vacancy Details
Employer:Maths and Science Infinity Organization
The Maths and Science Infinity Organization (MSI) is looking for an experienced Executive Assistant/Secretary to provide extensive support to the CEO. The ideal candidate should have a strong background in executive assistance, excellent communication skills, and the capacity to handle multiple projects in a fast-paced environment while maintaining professionalism and discretion.
Key Responsibilities
CEO Office Management:
- Provide professional and confidential administrative support to the CEO.
- Develop and maintain administrative systems and procedures.
- Act as a gatekeeper for the CEO, addressing general inquiries.
- Manage the CEO's schedule, including meetings and appointments.
- Oversee leave for the CEO and direct reports, and process payment requests.
- Arrange travel, accommodations, and compile detailed itineraries.
- Assist with ad-hoc tasks as needed.
Communication Management:
- Build and maintain relationships with stakeholders.
- Screen and prioritize correspondence and manage daily schedules.
- Ensure timely response to queries and meeting requests.
- Support the CEO with meeting governance, presentations, report collation, and drafting memorandums.
EXCO and Board Meetings:
- Organize internal meetings and coordinate logistics for Board and EXCO meetings.
- Follow up on actions from meetings and track feedback.
- Facilitate the creation and distribution of meeting agendas and documentation.
- Monitor and report on EXCO deliverables and compile necessary meeting materials.
Project Coordination:
- Assist in the planning and execution of special projects led by the CEO.
- Monitor project timelines and deliverables.
- Coordinate with departments to align project goals.
Required Skills
Secretary / Pa: 3 to 4 years