Executive Assistant to the CEO at Health Plus Limited

Job Description

The Executive Assistant maintains a one-on-one working relationship and reports directly to the CEO. The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the CEO. The Executive Assistant also serves as a liaison to the board of directors and senior management teams; organizes and coordinates executive outreach and external relations efforts and special projects.

The position requires continual attention to detail, establishing priorities, meeting deadlines, and the ability to juggle multiple competing tasks and demands. The Executive Assistant must be creative and enjoy working within a small, entrepreneurial environment that is mission and results-driven and community  and  membership  oriented.  The  ideal  individual  will  have  the  ability  to  exercise  good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

Key Elements of the Role:

Executive Support

• Completes a broad variety of administrative tasks for the CEO including: efficiently managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings
• Plans, coordinates and ensures the  CEO’s schedule is followed and respected. Provides a bridge for smooth communication between the CEO’s office and internal departments; demonstrating leadership to maintain credibility, trust and support with management staff
• Communicates  directly,  and  on  behalf  of  the  CEO,  with  the  Board  of  Directors,  Senior
Management Team, Associates and others
• Researches, prioritises, and follows up on incoming issues and concerns addressed to the CEO,
including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response
• Works  closely   and  effectively  with  the   CEO  to  keep  her  well  informed  of  upcoming commitments and responsibilities, following up appropriately. Acts as a barometer, having a sense for the issues taking place in the environment and keeping the CEO updated
• Provides  leadership  to  build  relationships  crucial  to  the  success  of  the  organization,  and manages a variety of special projects for the CEO, some of which may have organisational impact
• Successfully  completes  critical  aspects  of  deliverables  with  a  hands-on  approach,  including drafting letters, personal correspondence, and other tasks that facilitate the CEO’s ability to effectively lead the organization
• Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures

Board Support and Liaison:

• Serves as the CEO’s administrative liaison to the organisation’s board of directors
• Assists board members with travel arrangements, lodging, and meal planning as needed
• Maintains discretion and confidentiality in relationships with all board members and board records
• Adhere to compliance with applicable rules and regulations set in bylaws regarding board and board committee matters, including advance distribution of materials before meetings in electronic/paper format

Management Liaison:

• Participates as an adjunct member of the Management Team including assisting in scheduling meetings and attending all meetings, maintaining records and tracking progress
• Assists in coordinating the agenda of management team meetings and off-sites meetings
• Ensures that the CEO’s profile is kept updated and responds to requests for materials regarding
the CEO and the organization in general
• Edits and completes first drafts for written communications to external stake holders
• Follows up on contacts made by the CEO and supports the cultivation of ongoing relationships

Desired Skills & Experience:

•At least 5 years of proven experience providing executive support in a structured organisation
•A good degree in a relevant field
•Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
•Very strong interpersonal skills and the ability to build relationships with stakeholders, including board of directors, senior management team and external partners
• Expert level written and verbal communication skills
• Demonstrated proactive approaches to problem-solving with strong decision-making capability
• Emotional maturity
• Highly resourceful team-player, with the ability to also be extremely effective independently
• Proven  ability  to  handle  confidential  information  with  discretion,  be  adaptable  to  various competing demands, and demonstrate the highest level of customer/client service and response
• Demonstrated ability to achieve high performance goals and meet deadlines in a fast paced environment
• Forward looking thinker, who actively seeks opportunities and proposes solutions