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Job Overview:The Executive Assistant to the CEO Office plays a pivotal role in ensuring the smooth operation of the CEO’s office. This role requires a highly organized, detail-oriented individual with strong communication and multitasking skills. The Executive Assistant will manage the CEO’s schedule, coordinate meetings, handle confidential information, and liaise with key stakeholders both within and outside the organization. This position demands a proactive approach to problem-solving and the ability to work under pressure in a fast-paced environment.Key Accountabilities:Administrative SupportManage the CEO’s calendar, including scheduling meetings, appointments, and travel arrangements.Prepare and edit correspondence, communications, presentations, and other documents.Coordinate and manage logistics for meetings, conferences, and events hosted by the CEO.Handle incoming and outgoing communications on behalf of the CEO, ensuring timely and accurate responses.Confidentiality and Information ManagementMaintain confidentiality of sensitive information, both internal and external, related to company operations and strategic initiatives.Organize and maintain files, documents, and records in an efficient and accessible manner.Act as a gatekeeper, screening calls and managing communication flow to the CEO.Stakeholder LiaisonServe as the primary point of contact between the CEO and internal departments, external partners, and clients.Facilitate effective communication and collaboration between the CEO and senior leadership team.Coordinate and prepare briefing materials for the CEO for meetings with stakeholders.Office ManagementOversee the daily operations of the CEO’s office, ensuring all activities are aligned with company priorities.Manage office supplies, equipment, and facilities for the CEO office.Qualification & Experience:Bachelor’s degree in Business Administration, Management, or a related field. A Master’s degree or equivalent qualification is an added advantage.Minimum of 5 years of experience as an Executive Assistant, Personal Assistant, or in a similar role supporting C-level executives, preferably in the pharmaceutical or healthcare industry.Proven experience in managing complex calendars, coordinating international travel, and organizing high-level meetings and events.Experience in handling confidential and sensitive information with the utmost discretion.Strong organizational and time-management skills, with the ability to prioritize tasks effectively.Excellent verbal and written communication skills.High level of proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other office management software.Ability to work independently and make informed decisions in a fast-paced environment.Exceptional interpersonal skills, with the ability to build strong relationships with stakeholders at all levels.
