Executive Assistant to the CEO

Responsibilities:

• Manage the CEO’s calendar, schedule appointments, and coordinate meetings.
• Screen and prioritize communications for the CEO, handling inquiries as appropriate.
• Prepare reports, documents, presentations, and other materials for executive review.
• Organize travel arrangements, including flights, accommodations, and itineraries.
• Act as a key contact for clients and visitors, providing a welcoming and professional experience.
• Answer and direct incoming calls and emails, ensuring all inquiries are addressed promptly.
• Provide clients with accurate information about the company’s services, packages, and pricing.
• Maintain a tidy and organized front desk and office area, creating a positive first impression for clients.
• Manage office supplies, equipment, and inventory to ensure a well-functioning work environment.
• Coordinate incoming and outgoing mail, packages, and deliveries.
• Perform data entry, document filing, and maintain confidential files for the CEO’s office.
• Support with special projects, including data analysis, research, and compiling executive briefings.
• Exercise discretion and maintain confidentiality in handling sensitive information.
• Coordinate logistics for company events, client meetings, and executive presentations.
• Prepare agendas, meeting notes, and follow-up items for key discussions and projects.
• Ensure the CEO is prepared for meetings with necessary documentation and updates.
• Liaise between the CEO and other departments, relaying key information and coordinating actions as needed.
• Support the photography team in client communications and scheduling to ensure seamless service delivery.
• Brand Representation and Professional Standards
• Uphold the company’s values and brand in all interactions with clients, visitors, and colleagues.
• Represent the CEO and the company with professionalism and a client-first approach.

Requirements:

• Strong verbal and written communication skills for professional interaction with clients, visitors, and internal teams.
• Proven ability to manage the CEO’s schedule, keep accurate records, and maintain a tidy office and front desk.
• Skilled in handling client inquiries, providing information on services, and ensuring high client satisfaction.
• High accuracy in administrative tasks and a trustworthy approach to handling sensitive information.
• Competence in Microsoft Office Suite (Word, Excel, PowerPoint) and familiarity with scheduling and CRM software.
• Ability to effectively balance executive support tasks, client interactions, and administrative responsibilities.
• Resourceful in addressing challenges and meeting client needs independently.