Executive Assistant to Chief Executive Officer at Terawork

About the job

• The Executive Assistant provides high-level administrative and operational support to the Managing Director, ensuring efficient management of executive tasks, effective communication, and smooth coordination of business activities. This role is responsible for managing the executive’s calendar, organizing meetings and travel, handling confidential correspondence, and serving as a key liaison between the Managing Director and both internal and external stakeholders. The position requires strong organizational skills, discretion, proactive problem-solving, and the ability to manage multiple priorities in a fast-paced environment.

Executive Support and Office Management: 

• Manage the Managing Director’s calendar, including scheduling appointments, internal/external meetings, and travel. 
• Organize and maintain filing systems, correspondence, and documentation for quick retrieval. 
• Handle all incoming communication, including phone calls, emails, and mail, responding or redirecting as appropriate. 
• Meet and greet visitors in a professional and welcoming manner. 
• Organize CEO’s office logistics, ensuring smooth day-to-day operations and readiness for business engagements. 

Meeting and Event Coordination: 

• Schedule, prepare, and coordinate meetings and events; ensure the Managing Director is well-prepared with necessary materials and briefings. 
• Take detailed meeting notes, prepare minutes, and follow up on action items to ensure timely completion. 
• Liaise with internal and external stakeholders to organize agendas, venues, and logistics. 

Travel and Logistics Management: 

• Plan and coordinate complex domestic and international travel arrangements, including flights, accommodations, visas, and itineraries. 
• Occasionally accompany the Managing Director on business trips to provide on-site support and assistance. 

Communication and Correspondence: 

• Draft, edit, and produce professional-quality documents, reports, and presentations. 
• Manage and prioritize incoming correspondence, proactively highlighting critical issues and drafting responses when required. 
• Liaise effectively with clients, suppliers, and cross-functional staff on behalf of the Managing Director. 

Stakeholder Management and Cross Functional Collaboration: 

• Act as a bridge between the Managing Director and internal departments or external stakeholders, ensuring clear and consistent communication. 
• Maintain positive working relationships across the organization to facilitate collaboration and operational flow. 
• Serve as a representative of the executive office in managing professional engagements and communications. 
• Serve as a liaison between the Managing Director and various departments (e.g., HR, Finance, Operations, Marketing) to support seamless communication and alignment. 
• Represent the executive office in interdepartmental engagements and foster a culture of accountability and teamwork. 

Project Management Across Teams and Steerco: 

• Support the Managing Director in planning and tracking strategic initiatives and special projects. 
• Coordinate timelines, deliverables, and milestones for key projects, ensuring deadlines are met. 
• Follow up with stakeholders to monitor progress and gather updates on outstanding actions. 
• Provide status reports, highlight risks, and recommend mitigation actions when necessary. 
• Assist in resource planning, budget tracking, and alignment of project objectives with business goals. 
• Manage Steerco change management initiatives and drive to completion