Executive Secretary/Personal Assistant to the Chairman at MacTay Consulting

Job Summary:

• The Executive Secretary/Personal Assistant (PA) to the Chairman provides high-level administrative support to the Chairman, managing schedules, coordinating meetings, handling communications, and performing a variety of tasks to ensure the efficient operation of the Chairman’s office.
• This role requires exceptional organizational skills, discretion, and the ability to manage multiple priorities in a fast-paced environment.

Key Responsibilities:

Administrative Support:

• Manage the Chairman’s calendar, including scheduling appointments, meetings, and travel arrangements.
• Prepare and organize meeting agendas, minutes, and presentations.
• Handle incoming and outgoing communications, including emails, phone calls, and correspondence.

Meeting Coordination:

• Coordinate and facilitate meetings, ensuring all necessary materials are prepared and distributed in advance.
• Arrange logistics for meetings, conferences, and events, including venue booking and catering.
• Attend meetings with the Chairman, take notes, and follow up on action items.

Travel Management:

• Arrange domestic and international travel, including flights, accommodations, and transportation.
• Prepare detailed travel itineraries and ensure all travel documents are in order.
• Handle travel-related expenses and reimbursements.

Communication and Correspondence:

• Draft, review, and edit reports, letters, and other documents for the Chairman.
• Maintain effective communication with internal and external stakeholders on behalf of the Chairman.
• Screen and prioritize incoming communications and delegate tasks as appropriate.

Confidentiality and Discretion:

• Handle sensitive information with the utmost discretion and confidentiality.
• Maintain confidentiality of all corporate, personnel, and research matters.

Office Management:

• Oversee the organization and maintenance of the Chairman’s office.
• Manage office supplies, equipment, and other resources to ensure a well-functioning office environment.
• Coordinate with other departments and staff to facilitate smooth operations.

Project Assistance:

• Assist the Chairman with special projects, research, and initiatives as required.
• Track project progress and provide updates to ensure timely completion.
• Compile and analyze data to support decision-making processes.

Relationship Management:

• Build and maintain strong relationships with key stakeholders, including board members, executives, and external partners.
• Act as a liaison between the Chairman and other departments within the organization.

Qualifications:

• Education: A Bachelor’s degree in Business Administration, Management, or a related field is preferred.
• Experience: Minimum of 7-10 years of experience as an executive secretary, personal assistant, or in a similar administrative role, preferably supporting C-level executives.

Skills:

• Excellent organizational and time-management skills.
• Strong written and verbal communication abilities.
• Proficiency in office software (e.g., Microsoft Office Suite, Google Workspace).
• Ability to multitask and prioritize tasks effectively.
• High level of discretion and confidentiality.
• Strong attention to detail and problem-solving skills.