The Maths and Science Infinity Organization (MSI) is looking for an experienced Executive Assistant/Secretary to provide extensive support to the CEO. The ideal candidate should have a strong background in executive assistance, excellent communication skills, and the capacity to handle multiple projects in a fast-paced environment while maintaining professionalism and discretion. Key Responsibilities CEO Office Management: - Provide professional and confidential administrative support to the CEO. - Develop and maintain administrative systems and procedures. - Act as a gatekeeper for the CEO, addressing general inquiries. - Manage the CEOs schedule, including meetings and appointments. - Oversee leave for the CEO and direct reports, and process payment requests. - Arrange travel, accommodations, and compile detailed itineraries. - Assist with ad-hoc tasks as needed. Communication Management: - Build and maintain relationships with stakeholders. - Screen and prioritize correspondence and manage daily schedules. - Ensure timely response to queries and meeting requests. - Support the CEO with meeting governance, presentations, report collation, and drafting memorandums. EXCO and Board Meetings: - Organize internal meetings and coordinate logistics for Board and EXCO meetings. - Follow up on actions from meetings and track feedback. - Facilitate the creation and distribution of meeting agendas and documentation. - Monitor and report on EXCO deliverables and compile necessary meeting materials. Project Coordination: - Assist in the planning and execution of special projects led by the CEO. - Monitor project timelines and deliverables. - Coordinate with departments to align project goals. Skills and Competencies: - Proficient in advanced MS Office, database management, and project management. - Strong communication skills, the ability to prioritize under pressure, and exceptional organizational abilities. - Team player with strong interpersonal skills. Core Competencies: - Relationship building and collaboration, exceptional client service, business growth, inclusive leadership, and quality/risk management.
