● As the Personal Assistant to the CEO you will play a crucial role in supporting the Director in their day-to-day responsibilities and ensuring the smooth operation of the executive office.

● In addition, the role will be required to support the wider AEPL leadership team with some level of diary management and administrative support where needed and with time permitting .

● The ideal candidate will exhibit high standards, excellent communication skills, and have an ability to take initiative, and prioritize daily tasks. A strong ability to take charge and meet tight deadlines will ensure your success in this multi-faceted role

● This role requires a high level of organizational skills, discretion, and the ability to handle various tasks efficiently.

What you will be doing:

As a Receptionist at Automated Exchange Partners, you will be charged with the following:

Manage the Director’s calendar by scheduling and prioritizing meetings, appointments, and events.

● Coordinate with internal and external parties to ensure the Director’s availability and time management.

● Handle incoming and outgoing communications, including emails, phone calls, and messages, on behalf of the Director.

● Draft and proofread correspondence, reports, and other documents as required.

● Arrange travel itineraries, accommodations, and transportation for the Director’s business trips.

● Prepare travel documents and ensure that all arrangements are well-organized and efficient.

● Maintain and organize confidential files and documents, ensuring easy access when needed.

● Research and compile information for the Director to support decision-making.

● Attend meetings with the Director, take notes, and prepare summaries or action items.

● Coordinate and arrange meetings with internal and external stakeholders, including clients, partners, and board members.

● Assist the Director in delegating tasks to various teams or individuals within the organization.

● Follow up on delegated tasks and ensure they are completed in a timely manner.

● Assist in planning and coordinating company events, conferences, and special projects.

● Handle expense reports and financial documentation, ensuring accuracy and compliance with company policies.

● Screen and filter incoming requests and visitors, ensuring that only relevant matters are brought to the Director’s attention.

● Maintain the highest level of confidentiality when handling sensitive information and discussions.

● Assist with executive tasks and ad-hoc projects as needed.

Requirements

Here are the things it takes to succeed at this role:

● A bachelor’s degree

● Proven experience as an executive or personal assistant, preferably in a high-level executive setting.

● Highly self-motivated, proactive and able to work well under own direction.

● Excellent verbal and written communication skills are crucial for effective correspondence and interaction with various stakeholders ● Strong organizational and time management skills for managing the Director’s schedule and tasks. Ability to keep well organised electronic filing system earns extra points.

● Ability to maintain confidentiality and handle sensitive information with the utmost discretion.

● Possess excellent interpersonal skills and teamwork skills; able to collaborate with other members of the executive team and support staff as well as develop and maintain working relationships across our industry.

● Proficient in using office software, scheduling tools, and other relevant software applications. Extra points if you are adept at Microsoft Office Suite, Outlook and Kanban boards.

● Ability to work flexibly when deadlines are tight or may conflict.

● Ability to adapt to a fast-paced, dynamic work environment and handle unexpected changes and challenges

Benefits

● Competitive salary.

● Health Insurance.

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