Personal Assistant to CEO at TECO Limited

Job Summary 

• The Personal Assistant (PA) to the Chief Executive (CE) provides high-level administrative support and ensures the efficient operation of the CE’s office.
• This role involves managing the CE's schedule, handling correspondence, coordinating meetings, and serving as a liaison between the CE and internal and external stakeholders.

Key Responsibilities

Administrative Support:

• Manage the CE’s calendar, schedule appointments, and coordinate meetings and conferences.
• Handle all correspondence, including emails, phone calls, and written communications on behalf of the CE.
• Prepare and edit reports, presentations, and other documents as required.

Meeting Coordination:

• Organize and coordinate meetings, including preparing agendas, taking minutes, and following up on action items.
• Ensure all necessary materials and information are available for meetings.
• Liaise with internal and external stakeholders to ensure effective communication and coordination.

Travel and Logistics:

• Arrange travel itineraries, accommodation, and transportation for the CE.
• Prepare travel expense reports and manage reimbursement processes.
• Ensure all travel arrangements are seamless and cost-effective.

Communication and Liaison:

• Serve as the primary point of contact for internal and external stakeholders on matters related to the CE.
• Build and maintain strong relationships with key stakeholders to facilitate communication and collaboration.
• Handle confidential and sensitive information with discretion and professionalism.

Office Management:

• Ensure the CE's office operates efficiently, maintaining an organized and professional environment.
• Manage office supplies and equipment, ensuring they are well-stocked and in good condition.
• Assist in the preparation and organization of corporate events and functions.

Project Assistance:

• Assist the CE in managing and executing special projects and initiatives.
• Conduct research and gather information to support decision-making processes.
• Track project timelines and deliverables, ensuring deadlines are met.

Qualifications

• Bachelor’s Degree in Business Administration, Management, or a related field.
• Minimum of 3-5 years of experience as a Personal Assistant or Executive Assistant, preferably.
• Strong organizational and time management skills, with the ability to prioritize tasks effectively.
• Excellent communication and interpersonal skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Ability to work independently and handle multiple tasks simultaneously.
• High level of discretion and confidentiality.

Key Competencies:

• Organizational skills
• Communication skills
• Attention to detail
• Problem-solving skills
• Professionalism and discretion
• Flexibility and adaptability