Personal Assistant (PA) to CEO at Brites Management

Duties and Responsibilities

• Provide sophisticated calendar management for CEO.
• Prioritize inquiries and requests while troubleshooting conflicts; make judgements and recommendations to ensure smooth day-to-day engagements.
• Schedule meetings; draft agendas; set up reminders; develop, compile, and distribute presentation materials; and record meeting minutes.
• Complete a broad variety of administrative tasks that facilitate the CEO’s ability to effectively lead the organization, including: assisting with special projects; designing and producing complex documents, reports, and presentations; collecting and preparing information for meetings with staff and outside parties
• Composing and preparing correspondence; maintaining contact lists; making travel arrangements; and completing expense and mileage reports.
• Serve as the primary point of contact for internal and external constituencies on all matters pertaining to the CEO, including those of a highly confidential or critical nature. Prioritize and determine appropriate course of action, referral, or response, exercising judgement to reflect CEO’s style and organization policy
• Work closely with the CEO to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Act as a "barometer," having a sense for the issues taking place in the environment and keeping the CEO updated. Anticipate CEO’s needs in advance of meetings, conferences, etc.
• Provide "gatekeeper" and "gateway" role, providing a bridge for smooth communication between the CEO and staff, demonstrating leadership to maintain credibility, trust, and support with the Executive Team.
• Provide office administration and event management support as requested.
• Provide hospitality to all guests and help to create a welcoming environment.
• Process and distribute daily mail.
• Other projects/duties as assigned for the overall benefit of the organization.

Qualifications, Experience and Key Competencies

• Diploma/Degree in Business Management, Administration, Secretarial or in any related field
• 5 plus years of relevant working experience as an executive assistant/ PA in a good company
• Pragmatic and able to deal with visitors of all levels.
• Previous experience in providing secretarial support at a senior level is essential
• Strong ability to execute work with a diversity, equity, and inclusion lens
• Significant executive support experience, including supporting C-level executives. 
• Expert proficiency with Microsoft Office and desktop publishing software; ability to design and edit graphic presentations and materials.
• Strong verbal and written communication skills.
• Exceptional organizational skills and impeccable attention to detail.
• High degree of professionalism in dealing with diverse groups of people, including C-level executives, senior executives, staff, and all kinds of partners.
• Ability to complete a high volume of tasks and projects with little or no guidance, ability to work under pressure.
• Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround.
• Able to maintain a high level of integrity and discretion in handling confidential information.
• Excellent judgment is essential
• Fast accurate typing/data entry
• Excellent organization and interpersonal skills
• Discretion and mature work ethics
• Computer Literate – MS Suite
• Proactive and Confident
• A very high level of professionalism, integrity, attention to detail and organization are essential for the role