Our Group is seeking an experienced, dynamic and high-caliber professional for the position of Executive Assistant & Office Coordination Manager to the Chairman, who will be the main point of reference for the support and coordination of the Office of the Chairman.
Main Responsibilities
Chairman Support
- Providing comprehensive administrative and organizational support to the Chairman.
- Managing calendar, priorities, meetings, travel and professional obligations.
- Preparing briefing notes, presentations, reports and briefing materials.
Monitoring and Implementing Decisions
- Recording, monitoring and coordinating actions resulting from decisions and instructions of the Chairman.
- Systematic communication with General Managers, Directors and senior executives of the Group to monitor pending issues and deadlines.
- Ensuring that agreed schedules are adhered to and that the Chairman is informed in a timely manner about the progress of issues.
Coordination of the President’s Office
- Coordination of the secretariats, administrative assistants and other support functions that serve the President’s Office.
- Organization of procedures, information flow and distribution of responsibilities between the groups involved.
- Ensuring a unified image, professionalism and effective operation of the President’s Office.
Internal and External Communication
- Management of communication with Group executives, partners and external bodies.
- Communication and coordination with specific offices of presidents, managing directors, business groups, institutional bodies, organizations, municipalities, regions, ministries and other public or private organizations.
- Representation of the President’s Office on administrative coordination issues, where required.
Confidential Matters Management
- Handling sensitive information and confidential documents with absolute discretion.
- Ensuring a high level of professional ethics and confidentiality.
Required Qualifications
- University or Technical University Degree
- At least 5 years of experience in an Executive Assistant, Personal Assistant, Office Manager, Chief of Staff or equivalent position supporting senior management.
- Very good knowledge of English
- Excellent use of Microsoft Office (Outlook, Word, Excel, PowerPoint)
- Ability to draft professional correspondence and business reports.
Desirable Characteristics
- High level of professionalism, authority and discretion.
- Ability to manage complex situations and multiple demands simultaneously.
- Excellent organizational and communication skills.
- Business perception and understanding of corporate structures and processes.
- Diplomacy, politeness and effectiveness in communicating with senior executives and institutional actors.
- Foresight, responsibility and ability to take initiatives.
- Strong personality with the ability to function as a central coordinator between different groups and agencies
