Executive Assistant to the CEO at One17 Capital Limited

Overview

• Reporting directly to the CEO, the Executive Assistant provides executive and administrative support to the CEO, and the Board of Directors and works with the Management Team.
• The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the CEO.
• The Executive Assistant serves as a liaison to the Board of Directors and senior management teams.

Responsibilities

• Providing proactive administrative support including liaising with key internal and external contacts, to ensure all needs of the CEO are met.
• Managing and monitoring the calendar of appointments, and upcoming events and facilitating prioritized responses to matters requiring immediate attention.
• Coordinating agendas, dispatching meeting invitations and agendas and compiling documents for meetings.
• Completing expense reports; composing and preparing both written and verbal communications from the CEO; arranging complex and detailed travel plans and itineraries.
• Provide personal assistant and secretarial duties to the CEO including appointments, diaries, conference arrangements, and processing of inwards /outwards mails.
• Handling internal and external designated correspondence.
• Collating monthly reports from the different departments within the organization for the CEO’s review.
• Processing all requisitions for the CEO’s office.
• Performing quality control checks on CEO presentations, to ensure proper formatting and elimination of errors.
• Writing minutes of meetings and producing memos of such for review.
• Writing Letters and sending emails for and on behalf of the CEO.
• Providing secretarial services to the board.
• Providing and managing confidential word processing services to the CEO, Board, and Management team.
• Prioritizing and organizing work to facilitate the smooth running of the office of the CEO.
• Communicating with general staff on the CEO’s behalf and coordinating logistics for high-level meetings both internally and externally. Coordinating meetings and strategic activities with the Management Team.
• Communicating directly and on behalf of the CEO with Board members, staff, and others on matters related to programmatic initiatives as directed.
• Supporting the CEO in his/her external commitments.
• Preparing presentations as required in PowerPoint
• Participating in planning, organizing, and implementing events (e.g., roadshows, and conferences).
• Screening telephone calls and responding to and resolving moderately complex inquiries or matters of an administrative or operational nature.
• Identifying and responding to appropriate requests independently and confidentially.
• Briefing the CEO on all correspondence within reasonable time constraints to allow effective operations.
• Ensuring appropriate administration systems are in place and maintaining an efficient documentation and filing (electronic and hard) process and keeping all filing up to date and accurate
• Writing all press releases for publication in newspapers.
• Monitoring and following up on action points in minutes of the meeting.
• Performing other duties as assigned.

Key Requirements:

• Minimum 5 years experience as an Executive Assistant in a financial services environment.
• Proven experience working effectively in a fast-paced environment, dealing with complex issues, and managing conflicting priorities.
• Excellent understanding of the processes, policies, and procedures required for supporting the business unit.
• Knowledge of investment or financing is a definite asset.
• Advanced PC skills and strong proficiency in MS Office (Word, Excel, PowerPoint, Outlook).
• Excellent calendar management skills.
• Excellent written and verbal communication skills.
• Professional, flexible, and resilient.
• Self-motivated and resourceful; able to work independently and resolve issues under little direction.
• Detail oriented, extremely well organized; able to manage time and expectations, and effectively multi-task under high pressure, and conflicting priorities and timelines.
• Proven ability to deal with highly confidential and sensitive materials in an appropriate manner.

Core Competencies:

• Self-motivated and result oriented
• Good oral and written communication skills
• Problem-solving skills
• Ability to multitask
• Teamwork and collaboration
• Excellent attention to details