Chief of Staff (Executive Assistant) at MacTay Consulting

Job Summary

• The Chief of Staff is to support executives in their roles to ensure that the company’s goals and objectives are met. They handle day-to-day responsibilities and attend meetings on behalf of the executives, take notes for them and assist with leading strategic planning processes.
• CoS is an essential role as they oversee various aspects of the management and logistics of their Executive’s work.
• This includes scheduling tasks, interactions with colleagues, presentations, and ensuring that executives remain in touch with their company.
• The CoS role has a diplomatic aspect as they interact closely with employees, address issues that might arise and ensure the sharing of essential information throughout the organisation’s ranks.

Objectives of this role

• Overseeing the implementation of strategic initiatives, from development through execution, under the supervision of senior leadership
• Assisting executive leadership in decision-making and programme management.
• Improving the organisational structure by addressing knowledge and skill gaps.
• Reviewing, designing, and implementing improvements to organisational procedures and structure to increase efficiency.

Duties and Responsibilities
A Chief of Staff uses strong diplomatic, leadership and problem-solving skills to enable and enhance the daily operation of a company. The responsibilities are vast, but they typically include the following:

• Developing and building relationships with employees, improving their efficiency in existing and new operations.
• Communicating on behalf of the CEO.
• Serving as the liaison between employees, executives and CEO regarding employee well-being, company climate and the success of programs and proposals.
• Anticipating, addressing, and resolving employee concerns in collaboration with the human resources department.
• Collaborating with the CEO to determine and implement business strategies while also providing consultation for improvements.
• Assisting with the planning, coordination and leading of meetings and workshops.
• Assisting with inquiries.
• Developing action plans for the dissemination of information across the organization.
• Providing support to the CEO with implementing new ideas and processes.
• Overseeing the daily operations of the by performing administrative tasks, including managing calendars, maintaining files, planning, and coordinating annual meetings.
• Working with leadership to measure team performance and provide tactical support to implement new ideas.
• Overseeing initiatives from ideation to implementation.
• Helping to identify and tackle core problems in business processes.
• Providing the CEO with insight and analysis of the company’s operations. • Assisting with risk assessment of new initiatives and business decisions.

Required Skills and Qualifications

• First Degree in any relevant discipline.
• Professional certification in project management, a related course or MBA is a plus.
• Previous vast experience in the role.
• Excellent written and verbal communication skills.
• Detail-oriented and data-driven with excellent organizational skills.
• Experience in organising and directing multiple teams and departments in an executive role.
• Experience in planning and leading strategic initiatives.
• Excellent interpersonal skills and the ability to collaborate across departments in a productive manner.
• Proven track record of organizing, leading, and directing thin and large teams.
• Possess a can-do attitude and an extreme dedication to efficiency.
• Excellent time management, multi-tasking, and project management skills
• A business-minded strategic planner with experience in data analysis, project management and budget management.
• Excellent problem-solving skills and the ability to develop creative solutions.
• Consulting experience with a focus on operations management
• Self-motivated, self-sufficient, and highly reliable
• Must be familiar with total cost management techniques including cost estimation, economic evaluation, cost control, cash flow, cost performance, cost reporting.
• Intermediate to advanced knowledge of Microsoft Excel, Power Point and Word.
• Proven ability to execute and improve the organization’s control processes and procedures.