Executive Assistant

Job description

We at FutureWorks Media are seeking a highly organized, proactive, and dynamic Executive Assistant to the CEO. In this role, you will be responsible for providing comprehensive support to the CEO in a high-growth, fast-paced environment. This position requires exceptional communication skills, attention to detail and the ability to handle sensitive information with discretion. You will play a critical role in ensuring the smooth operation of the CEO's daily activities, including scheduling and correspondence.

Job requirements

Executive Support:

• Manage the CEO’s calendar, including scheduling meetings, appointments, and travel arrangements.
• Act as a gatekeeper and manage the flow of information to the CEO.
• Draft, review, and send communications on behalf of the CEO, as and when required.
• Assist with preparation and editing of presentations, reports, and other documents as needed.

Administrative Duties:

• Organize and maintain files and records, ensuring that materials are easily accessible.
• Conduct research and provide information to the CEO as required.
• Coordinate meetings, including preparing agendas, taking minutes, and following up on action items.
• Handle confidential and sensitive information with the utmost discretion.

Project Management:

• Support the CEO in managing special projects, tracking progress, and ensuring deadlines are met.
• Collaborate with various departments to support cross-functional initiatives.

Relationship Management:

• Liaise with internal and external stakeholders on behalf of the CEO.
• Build and maintain strong relationships with key stakeholders.
• Represent the CEO in a professional and positive manner during interactions with stakeholders.

Travel and Event Coordination:

• Plan and organize executive travel itineraries, accommodation, and related logistics.
• Assist in organizing company events, meetings, and conferences attended by the CEO.

Required Qualification:

• Bachelor's degree preferred (Business Administration, Communications, or related field)
• Additional certifications in office administration or project management are a plus
• 1-3 years of experience as an Executive Assistant or similar role, preferably supporting C-level executives.
• Proficiency in Google Workspace(Gmail, Google Docs, Google Sheets, Google Slides).
• Experience with calendar management systems (Google Calendar, Outlook Calendar), travel booking platforms and expense management tools
• Experience in project management is a plus.
• Exceptional organizational and time management skills with the ability to multitask and prioritize.
• Strong written and verbal communication skills.
• High level of professionalism, integrity, and discretion in handling confidential information.
• Ability to work independently and anticipate needs.

Key Attributes:

• Proactive: Takes initiative and anticipates the needs of the CEO before they arise.
• Detail-oriented: Pays close attention to details, ensuring accuracy and thoroughness in all tasks.
• Adaptable: Able to work in a fast-paced, ever-changing environment.
• Problem-solver: Can think critically and provide solutions to challenges that may arise.
• Strong Interpersonal Skills: Ability to work well with a diverse group of people and maintain positive relationships.