Job purpose

The CEO Office Executive provides high-level administrative and strategic support to the Chief Executive Officer (CEO) of IGC. This role demands exceptional organizational skills, keen attention to detail, and the ability to manage multiple tasks effectively. The CEO Office Executive will closely collaborate with the CEO to ensure the smooth operation of the executive office and contribute to strategic initiatives.

Main tasks and responsibilities

Executive Support:

• Manage the CEO’s calendar, including scheduling meetings, appointments, and travel arrangements.
• Prepare and organize materials for meetings, such as agendas, presentations, and reports.
• Coordinate communication between the CEO and internal/external stakeholders, ensuring timely responses and handling confidential information with discretion.
• Draft and manage executive correspondence and oversee the approval of the CEO's daily agenda across all IGC departments.

Project & Initiative Coordination:

• Assist the CEO in coordinating and tracking strategic projects, ensuring they stay on schedule and all relevant parties are informed of progress.
• Provide research, analysis, and due diligence to support decision-making and prepare project reports and summaries as required.
• Lead ad hoc projects as directed by the CEO, including conducting business intelligence and preparing necessary reports and recommendations.

Stakeholder Engagement & Corporate Communication:

• Serve as the primary point of contact for the CEO’s office, managing relationships with internal and external stakeholders, including board members, clients, and partners.
• Develop and maintain stakeholder mapping and engagement plans to keep stakeholders informed and involved.
• Coordinate corporate communications related to the CEO’s messages, speeches, and stakeholder interactions, ensuring alignment with the company’s strategic objectives.

Administrative Support & Office Management:

• Oversee the daily operations of the CEO’s office to ensure efficiency, including managing travel arrangements, expense reports, and logistical needs.
• Maintain organized records, both electronically and physically, including filing systems, office documents, and technical files.
• Execute administrative tasks related to logistics, inventory management, and office maintenance.
• Anticipate and manage the office’s supply needs, ensuring inventory is maintained and replenished as necessary.
• Support the development and implementation of departmental policies, processes, and controls, ensuring compliance with IGC’s guidelines and relevant legislation.
• Plan and coordinate executive-level events, meetings, and conferences, both nationally and internationally, managing all logistical aspects including venue selection and attendee communication.
• Ensure the CEO’s office systems are efficiently maintained, including filing systems, office layout, and equipment procurement.

Education & Qualifications:

• Bachelor’s degree in business administration, Management, Finance, Economics or a related field is preferred.
• Minimum of 2 years of experience in executive support, administrative roles, or project coordination, ideally in a corporate environment.
• Proven track record of exceeding goals and managing multi-functional programs or strategies.
• Strong office management experience, with a background in office administration and budget management.
• Familiarity with office administration, human resources management, and procurement legislation in both private and public sectors.
• Understanding of regulatory bodies within various industry sectors.

Application Deadline: 28 September 2024