Personal Assistant to the CEO

Компания "HR Solutions"

Our client is a leading management consulting and investment advisory firm based in Kazakhstan. We pride ourselves on working with both Kazakhstan’s top-tier entrepreneurs and international leaders. As we continue to expand our successful and growing practice, we are in search of a highly competent individual to join our team as an Executive Assistant.

Position Overview:

As an Executive Assistant, you are an indispensable member of our executive team. Your core responsibility is to provide full-scale administrative support to our senior leadership, ensuring that their daily operations are streamlined. This enables our leaders to focus on strategic decision-making and propelling the organization forward.

You will serve as the primary bridge between our senior leadership, team members, clients, partners, and a myriad of external stakeholders, many of whom are international. Handling sensitive and confidential information is part of your daily operations, demanding the utmost discretion.

Your contributions will substantially impact the efficiency and overall performance of our leadership and the organization at large.

Key Responsibilities:

1. Calendar and Schedule Management:

   • Oversee the CEO's and other senior leaders' calendars.
   • Coordinate appointments, meetings, and travel plans, ensuring optimal time management.

2. Communication and Correspondence:

   • Professionally manage all communications, including calls, emails, and other correspondence.
   • Draft, refine, and review various documents, reports, presentations, and memos.

3. Meeting Support:

   • Organize and furnish materials for meetings, ensuring all participants have the necessary resources.
   • Attend meetings, capture minutes, and disseminate relevant data to concerned parties.

4. Relationship Management:

   • Cultivate and sustain positive rapport with internal teams, clients, partners, and other stakeholders.
   • Serve as the primary point of contact for inquiries, directing them to the appropriate parties when necessary.

5. Travel Arrangements:

   • Arrange both domestic and international travels for senior leadership.
   • Handle bookings for flights, accommodations, and transportation, ensuring seamless travel experiences.

6. Database and File Management:

   • Organize electronic and physical files, safeguarding confidential documents.
   • Develop and implement systems for efficient document and data management.

7. Financial Administration:

   • Support senior leaders with expense reporting and reimbursement procedures.
   • Oversee budgets and financial reports when necessary.

8. Special Projects:

   • Assist leadership with special projects, research, and other assigned duties.

Requirements:

• Language Proficiency: English (mandatory), Russian (mandatory), Kazakh (preferred)
• Exceptional organizational and time-management skills.
• Highest levels of discretion and confidentiality.
• Outstanding attention to detail.
• Excellent written and verbal communication abilities.
• Solid analytical and presentation skills, with a focus on issue identification and solution proposal.
• Ability to anticipate the needs of senior leadership.
• Demonstrated emotional intelligence and conflict resolution skills.
• Adaptability in a fast-paced work environment.
• Proficiency in office software (e.g., Microsoft Office Suite, calendar tools, project management software).
• Flexibility to work outside regular business hours if necessary.

Education and Qualifications:

• A Bachelor's degree, preferably in Business Administration, Management, or a related field.
• Prior experience as an executive, administrative, or personal assistant.
• A proven track record of significant academic, professional, or other accomplishments.