Executive Assistant

Responsibilities

Schedule and Calendar Management:

Manage the CEO’s daily calendar, proactively scheduling and coordinating appointments, meetings, and travel arrangement.
Prioritize and reschedule appointments as necessary, ensuring optimal use of the CEO’s time and resources.
Anticipate and prepare materials, agendas, and briefings for meetings, ensuring the CEO is well-prepared and informed.
Communication and Correspondence:

Act as liaison between the CEO and internal /external stakeholders, maintaining professional and responsive communication.
Manage incoming emails, calls, and messages, responding promptly or appropriately or redirecting them to the relevant individuals.
Draft, review, and edit correspondence, reports, presentations, and other documents on behalf of the CEO ensuring accuracy and consistency.
Travel and Event Coordination:

Coordinate all travel arrangements for the CEO, including flights, accommodations, and ground transportation, considering preference and schedules.
Plan and organize meetings, conferences and events, manage logistics, venue selection, catering, and audiovisual setup as required.
Information management:

Manage an organized filing system both physical and digital, for important documents, records, and confidential information
Conduct research, compile data, and prepare reports as requested by the CEO, ensuring accuracy and timelines.
Assist in the preparation and distribution of broad materials, presentations, and other executive-level documentation.
Relationship Management:

Build and maintain effective relationships with internal and external stakeholders, including clients, board members, and employees.
Coordinate and facilitate communication between the CEO and various teams, ensuring information flow and efficient collaboration.
Requirements and skills

Bachelor’s degree in Business Administration, Communications, or a relevant field (preferred).
Proven experience as an Executive Assistant, or in a similar role, supporting C-level executives.
Proficiency in MS Office Suite and other relevant software or tools.
Exceptional organizational and time management skills, with the ability to multitask and prioritize effectively.
Familiarity with office gadgets and applications (e.g. e-calendars and copy machines).
Strong interpersonal skills, with the ability to communicate and interact professionally at all levels.
Exceptional verbal and written communication skills, including excellent grammar and attention to details.
Ability to maintain high level of confidentiality and handle sensitive information with discretion.
Flexibility and adaptability to chaging priorities and deadlines
A proactive approach to problem-solving with strong decision-making skills.
Joining Aeona as the Executive Assistant to the CEO offers a unique opportunity to work closely with a dynamic and visionary leader in a rapidly growing organization. If you thrive in a fast-paced environment, have a passion for organization, and are dedicated to supporting senior executives, we invite you to apply for this position.

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