Manage and organize the CEO’s complex calendar, including scheduling internal and external meetings, resolving conflicts, and ensuring time is prioritized effectively.
Prepare comprehensive briefs, reports, and presentation materials prior to executive meetings to ensure the CEO is fully equipped with necessary context and background information.
Handle all official incoming and outgoing correspondence, including emails, formal letters, and invitations, filtering priorities and redirecting matters to relevant departments when appropriate.
Orchestrate executive management meetings by organizing agendas, sending invitations, documenting minutes, and tracking "Action Points" to ensure accountability across departments.
Oversee the daily administrative and logistical operations of the office, including reception, meeting room preparation, cleanliness, security, and maintenance, ensuring a professional environment that reflects OYA’s brand.
Manage office supplies and inventory procurement in coordination with the Finance department, establishing controls to minimize waste while maintaining quality.
Maintain a secure and organized archiving system for the CEO’s office, ensuring critical documents, decisions, and agreements are easily retrievable yet strictly confidential.
Supervise and develop the support staff team (secretariat, reception, runners), assigning tasks and monitoring performance to ensure service excellence.
Monitor the implementation of executive decisions by following up with department heads on deadlines and deliverables without interfering in their operational scope.
Proven work experience in an administrative, secretarial, or personal assistant role.
Professional Fluency in English (written and spoken); strong communication and interpersonal skills are mandatory.
Exceptional organizational skills, attention to detail, and ability to manage time effectively under pressure.
Strong critical thinking and proactive problem-solving abilities, demonstrating resourcefulness.
High level of integrity and demonstrated ability to manage highly sensitive and confidential information with discretion.
Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and general office software.
A Bachelor's degree in Business Administration or a relevant field is preferred but not essential.
Flexibility to handle varied responsibilities, including occasional personal errands for the executive (if applicable).
