Personal Assistant to the CEO

The PA’s core responsibility is to ensure smooth running of the CEO’s office

Key Accountabilities:

1. Serve as the first point of contact for the CEO, screening phone calls, emails, and visitors; determining priority and routing communications appropriately to protect the CEO’s time and focus.
2. Proactively manage and optimize the CEO’s calendar, prioritizing commitments, scheduling meetings, and ensuring adequate preparation time for high-priority activities.
3. Organize business meetings and appointments for the CEO and management team, including, setting calendar, confirming venues, coordinating attendance, distributing agendas and ensuring briefs from relevant team members are received prior to the meetings.
4. Coordinate interactions with internal and external stakeholders on behalf of the CEO, including managing correspondence, maintaining stakeholder contact databases, tracking key meetings and commitments and taking/distributing minutes as required.
5. Coordinate comprehensive travel arrangements for the CEO (flights, accommodation, ground transportation, visas) and process travel-related procurement requests in line with organizational policies.
6. Maintain an efficient, confidential document filing system (electronic and physical) for the CEO’s office, ensuring easy retrieval and compliance with record-keeping policies.
7. Maintain office inventory and supplies for the CEO’s office and coordinate with relevant functions for equipment maintenance and office needs in accordance with organizational policies.
8. Perform other relevant duties assigned by MAREN management that align with the role’s scope and organizational objectives.