Executive PA to the CEO and Chief information and Projects Officer – SSEPA

Executive Assistant (EA)/ PA to the CEO and Chief Information & Projects Officer

• Completes a broad variety of administrative tasks for the CEO and CPO including managing an active calendar of appointments and ensuring itineraries /agendas / documents for travel-related meetings have been compiled as per below:
• Comprehensive Itinerary Development:Create detailed, easy-to-read itineraries that include all flight details, hotel reservations, ground transportation specifics, meeting locations/agendas, and key contact information.

• Booking and Coordination: Efficiently research and book all travel logistics (flights, accommodations, car rentals, private cars, etc.), ensuring all arrangements align with the executive’s preferences and company travel policies.
• Document and Visa Management: Ensure all necessary travel documentation, such as passports and visas, is up-to-date and readily accessible. This includes preparing and organizing digital and physical copies of all documents.
• Budget Adherence and Expense Reporting: Monitor travel spending to remain within allocated budgets and manage the entire expense reporting process, including gathering and organizing receipts and submitting recon reports promptly to Finance
• Proactive Problem Solving & Contingency Planning: Anticipate potential travel disruptions (delays, cancellations, weather issues, etc.) and have contingency plans (e.g., alternative flights, backup transport) in place to address issues without executive input. Provide real-time support during the trip for any last-minute changes.
• Plans, coordinates and ensures the CEO and CIPO’s schedules are followed and respected. Provides “gatekeeper” and “gateway” role, creating win-win situations for direct access to the CEO and CPO’s time and office

• Provides a bridge for smooth communication between the CEO’ and CIPO’s offices between senior management and internal departments, demonstrating leadership to maintain credibility in all interactions
• Works closely and effectively with the CEO and CPO to keep them well informed of upcoming commitments and responsibilities, following up on outstanding items as appropriate. Acts as a “barometer,” having a sense for the issues taking place in the business and what is a priority (example when requested to set up multiple meetings)
• Successfully completes critical aspects of deliverables with a hands-on approach, including a degree of personal tasks for the CEO as may be required
• Prioritizes conflicting needs; handles matter expeditiously, proactively, often within deadline pressures
• Maintains discretion and confidentiality in relationships with all EXCO members acting with high degree of confidentiality in exposure to company sensitive information
• Supports the smooth running of all meetings as pertains to the CEO / CIPO, including advance distribution of materials before meetings in electronic/paper format and minute taking. Responsible for ensuring approved minutes are distributed thereafter.

Qualities

• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
• Ability to work independently and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion
• Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, investment committee members and senior executives, external partners and clients
• Expert level written and verbal communication skills
• Demonstrated proactive approaches to problem-solving with strong decision-making capability
• Emotional maturity
• Highly resourceful team-player, with the ability to also be effective independently
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response
• Demonstrated ability to achieve high performance goals and meet deadlines in a dynamic environment

Education and Experience Requirements

• Strong work tenure: five to 10 years of experience supporting C-Level Executives, preferably in a real estate or infrastructure company (would be an advantage)
• Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and other relevant tools

 A Consultant will be in touch if you are shortlisted for the position. Please consider your application unsuccessful should you not have been contacted within 2 weeks. We will keep your CV on our database and contact you should you match the criteria of any other vacancies.