Executive Assistant & Office Coordination Manager to the Chairman

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