Personal Assistant to Chief Executive Officers at Bluespec Holdings

Responsibilities: 

• Provide comprehensive support and assistance to the Chief Executive Officers (CEO) in managing their daily activities, optimising their time, and enhancing their effectiveness as a leader.
• Serve as a gatekeeper for the CEO, screening and managing incoming communication such as emails, phone calls, and correspondence, and ensure that the CEO stays informed of important messages while filtering out less critical information.
• Maintain the confidentiality and integrity of sensitive information and discussions, exercising discretion and diplomacy in handling confidential matters.
• Play a crucial role in facilitating smooth operations within the Office of the CEO, managing diverse administrative duties, and enabling the CEO to focus on strategic priorities.
• Assist in coordinating and managing projects, initiatives, and special assignments led by the CEO, ensuring smooth execution and follow-up on action items.
• Provide strategic support to the CEO by conducting research if required, preparing reports, drafting speeches, briefings or project proposals as requested.
• Serve as a primary point of contact for internal and external communications addressed to the CEO, screening and prioritising messages while maintaining clear channels of communication.
• Anticipate and address challenges and obstacles proactively, finding solutions and ensuring that the CEO's priorities are effectively addressed.
• Represent the CEO and the organisation professionally in interactions with stakeholders at professional events and functions, embodying the values and vision of the Company.
• Build and maintain positive relationships with internal and external stakeholders, serving as a liaison between the CEO and third parties e.g., Board members, various departments, partners, investors, and other key individuals or organisations.
• Plan and arrange detailed travel plans, itineraries and documentation for travel-related meetings, and accompany the CEO when requested.
• May have supervisory accountabilities in planning, prioritising, and organising time and tasks to meet team deadlines.

CHALLENGES OF THIS POSITION

• Managing the CEO’s demanding schedule with numerous meetings, travel commitments, and deadlines.
• Understanding the CEO's strategic objectives to the extent that tasks and commitments can be effectively aligned and prioritised amidst competing demands.
• Maintaining confidentiality and discretion is crucial in this role to uphold trust and protect the company's interests.
• Effective communication to accurately convey messages and manage stakeholders' expectations.
• Liaison and communication coordination between the CEO and the Board, internal teams, external partners, investors, and board members.
• A requirement for sound judgment and a thorough understanding of the CEO's preferences and priorities.
• Supporting the CEO and coordinating with relevant stakeholders during times of crisis or high-pressure situations.
• To excel in this role, the Assistant to the CEO should continuously seek opportunities for professional development and skill enhancement.

Requirements

THE IDEAL CANIDATE

Qualifications:

• Bachelor of Business Administration (Desirable)
• First Line Management Programs

Work Experience:

• Approximately 10 years, in an executive support role, preferably supporting C-suite executives in a large, listed organisation.
• Proactive, detail-oriented individual with exceptional organisational skills, business acumen and the ability to handle confidential information with discretion.
• Exceptional written and verbal communication skills.
• Proficient in the use of communication and collaboration tools.
• Strong interpersonal skills and ability to foster effective relationships.
• Cooperative and willing to work cross-functionally.
• Strong planning, organising and integration skills, with proven ability to manage multiple projects and prioritise tasks effective.