The Executive Assistant will require to manage and organize schedules for executives and coordinate with multiple departments to ensure projects and issues are resolved in a timely manner. S/he acts as a point of communication between the board of directors and company shareholders, and also provides an important link between the board of directors and the Chief Executive Officer.

Key Responsibility:

• Organize and prepare agendas, presentations and papers for board meetings, committees and annual general meetings (AGMs); taking minutes, drafting resolutions, lodging required forms; following up on actions from meetings.
• Make sure policies are kept up to date and referred to the appropriate committee for approval; maintaining statutory books, signed minutes and resolutions.
• Provide advanced word processing services and prepare materials and presentations/reports in the appropriate format (i.e. PowerPoint);
• Maintain familiarity with all business matters and maintain subject matter knowledge and awareness on issues, projects and activities requiring the executive’s involvement.
• Act as resource to coordinate materials for executive meetings and for other corporate activities. Exemplify service excellence in preparing materials, binders, briefs, executive summaries, agendas and identify and resolve conflicts in schedule/commitments.
• Plan and coordinate special events for executives e.g., conference attendance and coordinate travel, accommodations, event registration and other arrangements for the executives attending conferences and off-site events.
• Become familiar with business operations in order to communicate with various internal departments and to liaise with external parties in administrative matters on behalf of the executive.
• Proactive in the coordination of speeches, presentations, materials, equipment and premiums as required for special events.

Board Support and Liaison

• Serves as the CEO’s administrative liaison to the board of directors.
• Assists Board members with travel arrangements, lodging, and meal planning as needed.
• Maintains discretion and confidentiality in relationships with all board members.
• Adheres to compliance with applicable rules and regulations set in bylaws regarding board and board committee matters.
• Coordinates, compiles, and distributes in advance Board meeting materials in electronic format using the Board portal.

Other

• Support to develop and encourage new and innovative solutions.
• Carry out any other duties as required in assigned areas.

• Bachelor’s degree.
• At least 3 years’ experience as an Executive Secretary supporting to CEO and a Board of Directors.
• Language: Proficiently in English
• Attitude of service, Communication skills, Writing skills is essential
• Must have advanced knowledge of Microsoft Office (Excel, Word, Power Point, and Outlook).
• Ability to perform and prioritize multiple tasks with excellent attention to detail.
• Ability to work un-supervised, and provide useful input through independent thinking
• Ability to prioritize and problem-solve with strong decision-making capabilities exercising discretion and confidentiality appropriately.
• Ability to work in a team environment and independently.
• Ability to achieve high performance goals in tight deadlines and in a fast paced environment.
• Highly motivated, forward looking, adaptable and enthusiastic.
• Tact, discretion and confidentiality are key to success in this role.