This role is pivotal in providing high-level administrative and organizational support to a board member, with a primary focus on strategic agenda and schedule management, as well as assessing conference contacts in terms of business opportunities. You will act as the main point of contact and gatekeeper, ensuring the Board Member’s time is optimized for maximum efficiency and productivity. Your main interactions will be with the President, the C-Suites, senior leadership, and key internal and external stakeholders to facilitate seamless communication and operational flow.
Responsibilities
* Manage and maintain the Board Member complex and dynamic calendar, including scheduling appointments, internal/external meetings, conferences, and travel.
* Coordinate all aspects of executive meetings, from preparing agendas and distributing materials to taking minutes and tracking action items.
* Act as the primary gatekeeper, screening, prioritizing, and handling all incoming correspondence and communication (email, calls, mail).
* Organize and secure all travel arrangements for the Board Member, including flights, accommodations, and detailed itineraries for national and international trips.
* Prepare and compile sensitive and confidential documents, reports, and presentations about clients & contacts
* Please make sure that it is fully prepared for all engagements by providing necessary documentation, background information, and briefing materials promptly.
* Liaise with internal departments and external stakeholders on behalf of, ensuring professional and effective communication.
* Develop and implement organizational systems and processes to improve the efficiency and effectiveness of the office.
* Handle confidential information with the utmost discretion and integrity, maintaining secure and organized records.
* Proactively identify and resolve scheduling conflicts and logistical issues before they arise, demonstrating strong problem-solving skills.
Qualifications
* Bachelor’s degree or equivalent experience
* Fluent or Native in English (C1)
* Proficient in the Microsoft Office suite
* Business acumen
* Experience in managing multiple priorities, client coordination, and travel logistics
* Well-organized, detail-oriented, with the ability to multi-task with great follow-up skills
* Strong written and verbal communication skills