Executive Assistant to the CEO at XTREME Mindz Solutions Limited

Key Responsibilities

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• XTREME Mindz Solutions Limited is seeking a highly organized and proactive Executive Assistant to the CEO to provide comprehensive administrative, coordination, and communication support. This role requires discretion, strong judgment, and the ability to manage complex schedules while supporting executive-level operations in a fast-paced environment.
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• The ideal candidate will serve as a trusted partner to the CEO, ensuring seamless day-to-day operations, effective communication, and efficient coordination across teams.
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• Manage the CEO’s daily schedule, including meetings, appointments, and official engagements.
• Prioritize and organize the CEO’s workload, ensuring smooth operations during both presence and absence.
• Act as a gatekeeper by managing emails, calls, and visitors, flagging urgent, sensitive, or high-priority matters.
• Assess meeting requests and determine suitability based on the CEO’s schedule and priorities.
• Ensure efficient management of the CEO’s office and work environment.
• Capture photos and videos, and support content creation when required.
• Collaborate with the Partnerships team and Graphic Designer to develop and distribute content.
• Arrange travel logistics, including flights and accommodation, and provide travel support when required.
• Provide full executive support, handling a wide range of delegated tasks within set deadlines.
• Coordinate and support meetings by scheduling links, taking accurate minutes, and distributing action points promptly.
• Use Microsoft Word, Excel, and PowerPoint to manage documents, reports, and presentations.
• Ensure the CEO has all necessary tools, materials, and information required to perform effectively.
• Liaise with internal departments to support coordination and workflow efficiency.
• Handle inquiries professionally, track follow-ups, and ensure timely resolution.
• Manage confidential and sensitive information in line with data protection standards.
• Perform additional duties as assigned by the CEO.
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Requirements

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• Bachelor’s degree in Secretarial Studies or a related discipline.
• Proven experience as an Executive Assistant or in a similar secretarial role.
• Strong interpersonal and communication skills.
• Excellent time management, organization, and multitasking abilities.
• High level of attention to detail and numerical accuracy.
• Proficiency in Microsoft Office applications (Word, Excel, PowerPoint).
• Professional telephone etiquette.
• Excellent written and spoken English.
• Ability to handle sensitive information with confidentiality and discretion.
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