The Maths and Science Infinity Organization (MSI) is looking for an experienced Executive Assistant/Secretary to provide extensive support to the CEO. The ideal candidate should have a strong background in executive assistance, excellent communication skills, and the capacity to handle multiple projects in a fast-paced environment while maintaining professionalism and discretion.

Key Responsibilities

CEO Office Management:

- Provide professional and confidential administrative support to the CEO.

- Develop and maintain administrative systems and procedures.

- Act as a gatekeeper for the CEO, addressing general inquiries.

- Manage the CEO’s schedule, including meetings and appointments.

- Oversee leave for the CEO and direct reports, and process payment requests.

- Arrange travel, accommodations, and compile detailed itineraries.

- Assist with ad-hoc tasks as needed.

Communication Management:

- Build and maintain relationships with stakeholders.

- Screen and prioritize correspondence and manage daily schedules.

- Ensure timely response to queries and meeting requests.

- Support the CEO with meeting governance, presentations, report collation, and drafting memorandums.

EXCO and Board Meetings:

- Organize internal meetings and coordinate logistics for Board and EXCO meetings.

- Follow up on actions from meetings and track feedback.

- Facilitate the creation and distribution of meeting agendas and documentation.

- Monitor and report on EXCO deliverables and compile necessary meeting materials.

Project Coordination:

- Assist in the planning and execution of special projects led by the CEO.

- Monitor project timelines and deliverables.

- Coordinate with departments to align project goals.