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Position Summary: The Executive Assistant to the CSO provides essential support to the CSO, ensuring seamless daily operations and contributing to the organization's efficiency and success. This role involves calendar management, travel coordination, communication oversight, and other responsibilities to maintain a productive work environment. The EA also handles inbox management, including document chasing, legal collaboration, and cross-team coordination, ensuring smooth information flow.
Key Responsibilities:
Calendar Management: Schedule and coordinate appointments, meetings, and events for the executive, including coordination with senior management team members. Manage the executive's calendar to ensure efficient time use and task prioritization.
Inbox Management: Summarize and manage all correspondence as the gatekeeper. Chase documents and follow up on outstanding items. Collaborate with the Legal team on document requests and information management. Coordinate with teams across different business units.
Travel Coordination: Arrange and coordinate travel plans, including flights, accommodations, and transportation in conjunction with the Travel Manager. Prepare detailed travel itineraries and ensure all necessary arrangements are in place.
Communication Management: Draft and respond to correspondence on behalf of the executive. Disclose information about new starters and set up one-on-one meetings.
Meeting Support: Prepare meeting agendas, materials, and presentations. Attend meetings, take minutes, and follow up on action items.
Information Management: Organize and maintain files, documents, and records for easy accessibility. Conduct research and compile information as needed for various projects.
Office Administrative Support: Provide general administrative support and oversee office management. Act as a liaison between the executive and other staff members.
Project Coordination: Assist in planning and coordinating special projects or events. Monitor project timelines, track progress, and ensure deadlines are met.