Executive Scheduler

As the Executive Scheduler to the CEO of our firm, you will be responsible for managing the CEO’s daily schedule, ensuring optimal time management, and facilitating seamless communication between the CEO and internal/external stakeholders. Your role is critical in maximizing the CEO’s productivity and efficiency by prioritizing tasks, coordinating meetings, and handling administrative duties.

 

Key Responsibilities:

Schedule Management:

• Coordinate and manage the CEO’s calendar, including scheduling meetings, appointments, and considering travel arrangements. (Travel arrangements to be managed, but to be booked by the Travel desk.)
• Proactively identify scheduling conflicts and propose solutions to optimize the CEO’s time.
• Ensure the CEO is briefed on upcoming commitments and has all necessary materials and information for scheduled activities.

Communication Liaison:

• Serve as the primary point of contact for internal and external stakeholders seeking to engage with the CEO.
• Screen and prioritize incoming communication (emails, calls, messages) for the CEO, ensuring urgent matters are addressed promptly.
• Facilitate effective communication between the CEO and various departments, team members, clients, and partners.

Meeting Coordination:

• Organize and coordinate meetings, including setting agendas, sending invitations, and preparing relevant documentation.
• Ensure meeting logistics are arranged seamlessly, such as room bookings, technology setup, and catering if necessary. (To be arranged with Facilities)
• Take minutes during meetings, summarize action items, and follow up on outstanding tasks to ensure timely completion.

Travel Arrangements: Only to oversee that the travel desk manages the Travel Arrangements

• Arrange domestic and international travel itineraries for the CEO, including flights, accommodations, ground transportation, and visas if required.
• Anticipate travel-related needs and preferences of the CEO, making arrangements accordingly to ensure a smooth travel experience.

Administrative Support:

• Provide administrative assistance to the CEO as needed, including drafting correspondence, preparing presentations, and managing expenses. (Work closely with BD for presentations and documentation as required)
• Maintain confidentiality and discretion when handling sensitive information and documents.
• Assist in special projects and initiatives as assigned by the CEO, contributing to the overall success of the executive team.

1. ING Report
2. Arrange Invitation letters
3. Book meeting rooms in hotels, other offices, venues

---