Viscar Industrial Capacity Limited a
Knowledge based firm offering Training, Consultancy and Resourcing solutions in
Engineering Technology seeks to recruit a creative and dynamic individual to
fill the position of an Executive Assistant to the CEO.
The incumbent will serve as the
primary point of contact for internal and external constituencies in all
matters pertaining to the CEO’s office, and as a liaison to the Board of
Directors and Senior Management Team.
Roles and Responsibilities:
Executive Support
·
Complete a broad variety of
administrative tasks for the CEO including: managing an extremely active
calendar of appointments; completing expense reports; composing and preparing
correspondence that is sometimes confidential; arranging complex and detailed
travel plans, itinerary, and agenda; and compile documents for travel-related
meetings;
·
Plan, coordinate and ensure that the
CEO’s schedule is followed and respected. Provide “gatekeeper” and “gateway”
role, creating win-win situations for direct access to the CEO’s time and
office;
·
Communicate directly, and on behalf
of the CEO, with Board members, staff, and others, on matters related to CEO;
·
Research, prioritize, and follow up
on incoming issues and concerns addressed to the CEO, including those of a
sensitive or confidential nature. Determine appropriate course of action,
referral, or response;
·
Provide a bridge for smooth
communication between the CEO’s office and internal departments; demonstrating
leadership to maintain credibility, trust and support with senior management
staff;
·
Work closely and effectively with the
CEO to keep him/her well informed of upcoming commitments and responsibilities,
following up appropriately. Act as a “barometer,” having a sense for the issues
taking place in the environment and keeping the CEO updated;
·
Provide leadership to build
relationships crucial to the success of the organization, and manage a variety
of special projects for the CEO, some of which may have organizational impact;
·
Successfully complete critical
aspects of deliverables with a hands-on approach, including drafting
acknowledgement letters, personal correspondence, and other tasks that
facilitate the CEO’s ability to effectively lead the company;
·
Prioritize conflicting needs; handle
matters expeditiously, proactively, and follow-through on projects to
successful completion, often with deadline pressures.
Board Support and Liaison
·
Serve as the CEO’s administrative liaison
to the Advisory Board of Directors;
·
Assist Board members with travel
arrangements, lodging, and meal planning as needed; Maintain discretion and
confidentiality in relationships with all Board members;
·
Adhere to compliance with applicable
rules and regulations set in bylaws regarding board and board committee
matters, including advance distribution of materials before meetings in
electronic/paper format.
Senior Management Liaison
·
Participate as an adjunct member of
the Managing Team including assisting in scheduling meetings and attending all
meetings;
·
Assist in coordinating the agenda of
senior management team meetings and off-sites, and all- staff meetings;
·
Ensure that the CEO’s bio is kept
updated and responds to requests for materials regarding the CEO; Edit and
complete first drafts for written communications to external stake holders.
Strategic Initiatives
·
Acts as a key enforcer of quality
assurance both internally and externally on behalf of the CEO; Follow up on
contacts made by the CEO and support the cultivation of ongoing relationships;
·
Work with the Strategic Plan
Champions to ensure that the 2016-2020 Strategic plan is being implemented on
schedule.
Requirements
The ideal candidate will hold a
Bachelor’s Degree in a business-related field; have at least ten (10) years’
overall work experience with three (3) of these being in a similar role.
The candidate should have
demonstrable computer proficiency in Microsoft Office, pdf applications and
social media platforms.
The candidate should have the ability
to exercise good judgment in a variety of situations, have strong written and
verbal communication, administrative, and organizational skills, and the
ability to maintain a realistic balance among multiple priorities.
The Executive Assistant will have the
ability to work independently on projects, from conception to completion, and
must be able to work under pressure at times to handle a wide variety of
activities and confidential matters with discretion.
How to Apply
Interested candidates are encouraged
to submit their application details at http://bit.ly/vicexecassistant not
later than 30th March 2018.
Please note that only shortlisted
applicants will be contacted.