Role: Executive Assistant to CEO
Role Definition: Executive Assistant is the one who is responsible to support his/her manager (CEO in this case) in all office management, internal and external communication, secretarial & clerical support, and often handling tasks that have a direct effect on the success of the business.
Responsibility Deliverable
Managing schedules/calendar of CEO
Managing communications of CEO
PSS for improving the overall functioning of processes
Administration
Recruitment (partially)
Tasks & Activities
1. Managing schedules/calendar of CEO
- Scheduling/re-scheduling meetings/ managing complex calendar based on priority defined by CEO.
- Capturing actionable items from verbal and written communication happening anywhere in organisation and making a NOW (creating a calendar entry for a specified date and time) for the action.
. Taking notes every morning on the to-do list and accordingly delegating on daily basis with reporting on the same in the evening.
2. Managing internal and external communications of CEO
- Handling & Prioritizing emails and phone calls. Briefing of important emails face to face or over a phone call.
- Maintaining correspondence, follow-ups, and ensuring timely completion.
- Making Minutes of the meeting
- Managing confidential administrative tasks for the leadership team.
3. Automation initiatives for improving the overall functioning of processes
- Creating PSS (Process, System and Structure)
- Creating Automation process using technology like Google Sheets, Google Data Studio
- Ensuring the process is followed.
- Briefing CEO of any bottlenecks, taking solutions and implementing those solutions
- Briefing CEO of achievements (productivity of each function of the day) in a "crisp, precise, to-the-point" manner.
- Maintaining and presenting various MIS reports & documents to provide feedback to top management.
- Ensuring adherence to procedures and service standards for business excellence
4. Administration
- Coordinating / Directing day-to-day general & administrative functions within the team and outside for smooth business operations.
- Analytical, negotiation, and interpersonal skills; achieving team satisfaction by timely responding to queries
5. HR (partially)
- Managing resume selection, primary interviews, the onboarding process for new joiners.
- Internal policy-making and adherence
Measurement Metrics
# Fixing 1 hour with CEO and briefing him about the calendar, e-mails, other communications, and EA to-do list, queries from the team for CEO, taking solutions and communicating further to the team, vendors and clients.- # Ensuring CEO's objective is met and he is focused on what he is doing without any distractions.
- # how free is CEO from day to day tasks
Competencies: Iceberg Elements & Attributes List
Skills
Knowledge
1. Microsoft Word, MS Excel/Google Sheets, and MS PowerPoint
Self-Image
1. Confident
2. Smart
Traits
1. Talkative and high energy
2. Persistent
3. Willingness to learn
4. Hospitable
5. Trust-worthy
Motives
1. Growth Oriented
2. Win-Win-Win philosophy
3. CEO productivity
