Sheer Logic is seeking to
engage a dynamic individual for the Executive Personal Assistant position for our
client.
The
incumbent will report to the CEO.
Job Purpose: Provide high-level, confidential administrative support to the office of the CEO by ensuring that all executive and administrative tasks are handled efficiently and effectively.
Job Responsibility and AuthorityJob Purpose: Provide high-level, confidential administrative support to the office of the CEO by ensuring that all executive and administrative tasks are handled efficiently and effectively.
Communication
- Keep track of
correspondences requiring action, follow-up and provide feedback to the
CEO in good time for respect of deadlines.
- Draft
non-substantive correspondence at own initiative and ensure follow-up.
- Undertake
timely and professional preparation of outgoing mail for the CEO.
- Manage all
internal and external queries and requests, responding and re-directing
accordingly.
- Screen
telephone calls, and answer queries with tact and discretion.
- Provide
excellent customer service to all those seeking service from the CEO’s
office
Proactively manage all
aspects of the CEO’s schedule to ensure maximum optimization of CEO’s resources
including and not limited to the following:
- Comprehensive
diary management, including internal and external meetings, formal and
informal engagements and keeping up to date with all new activities
- Ensure CEO is
prepared for all meetings with all necessary documentation and
information.
- Prepare meeting
requirements, taking notes and following up on actions
- Maintain a
weekly schedule of all official meetings involving staff participation and
maintains the weekly matrix of actions to be taken by staff
- Send and
respond to correspondence
- Produce
documents, briefing papers, reports and certain presentations on behalf of
CEO.
- Prepare the
networking schedules for the CEO, on a regular basis
Manage all of the CEO’s
office administration duties.
- Book meetings
including scheduling board meetings, handling logistics of board meetings,
sending materials for review prior to the meetings, taking and
distributing notes and fielding general queries from board members
- Make travel and
accommodation arrangements for the Board and designated company visitors
- Maintain the
CEO’s office and boardroom in good condition and assist in arrangements
for board and executive meetings
- Co-ordinate the
distribution of mail received to respective action departments
- To prepare and
dispatch official communication as directed by the CEO’s office
- Maintain proper
record keeping in the CEO’s office
- Operate a clear
filing system and maintain proper and up to date records in the CEO’s
office.
- Operate the
office equipment and ensure they are fully serviceable
- Keep in good
custody confidential documents
- Prepare
budgetary inputs relating to the CEO’s office expenses and to manage the
expenses within the budget
Business Development
- Diarize all key
dates in relation to New Business updates
- Follow up with
all members of management team and circulate on a weekly basis
- Update contacts
made through networking
Manage activities and
initiatives designed to build and protect the CEO’s personal brand.
Core Competencies
- Ability to
manage and prioritize internal / external demands on CEO’s time
- Excellent
organizational skills with the ability to multi-task and prioritize.
- Outstanding
interpersonal skills (face to face and over the phone).
- Excellent
written and verbal communication skills
- Accuracy and
attention to detail, particularly in the management of CEO’s diary and
emails.
- Able to be
diplomatic and discrete at all times
- High
proficiency with the commonly used computer software and applications
- At least 5
years experience in a similar job
- Bachelors
Degree in Business Administration, Arts (Communication), Public Relations
Key Result areas
- Ensure the
efficient running of the CEO’s office
- Ensure other
departments provide necessary reports/deliverables to CEO
- Ensure
implementation of all dated activities on set dates
If you believe your career
objectives match this exciting position, please forward your application and
detailed C.V stating your current position, remuneration, contact details by
14th October 2016 to the Sheer Logic Management Consultants E- Mail:
sheerlogictalentsourcing2@gmail.com clearly marking –The position on the
subject line “Executive Personal Assistant”
Only shortlisted candidates will be contacted.