Executive Assistant
The executive assistant is responsible for managing the schedules and communications of company directors. Their duties include prioritizing emails and phone calls, gathering documents to prepare for meetings and coordinating travel arrangements among others. The post holder reports to the Director. The position does not supervise anyone. However, it has close working relations with the Director, Human Resources Manager, Head of Departments, Department Managers, supervisees on certain tasks e.g. following up on reporting and the Administration
Department.
KEY RESPONSIBILITIES:
- To
provide administrative support to the Director and in his/her absence.
- Ensures
that all scheduled meetings, comprehensive minutes’ file records and diary
of events are maintained and communicated well on a timely basis.
- Provide
logistical support to the Director or the executive team and anyone else
at the discretion of the Director.
- Act
as the initial contact point for the Director’s Office. On a daily
basis, respond promptly to questions from the Directors, Group human
resources, Head of Departments, and department managers who need to
contact and get responses from the Director.
- To
coordinate, monitor and make travel and logistical arrangements for the
Director and other department heads, Managers as directed by the Group
Director.
- Prepares
documentation to support the office of the Director and its functions and
to meet deadlines in processing the Director’s correspondence.
Monitors incoming mail and forwards to respective departments/units.
- Coordinate
the preparation of briefing information for the Director relating to both
external and internal meetings, travel/conferences, working closely with
all departmental colleagues as appropriate.
- Provide
backup support to ensure effective and timely response to requests both
internal and external.
- To
provide logistical and administrative support for the organization,
meetings and training sessions organized through the Director’s office.
- To
manage all office expenses to support the Director’s office, and raise the
necessary request for purchase requisitions.
- To
implement and maintain robust office systems including filing and
record-keeping for the Director’s office.
- Support
to Director’s office during the compilation of the weekly, monthly and
quarterly reports.
- Coordinating
documentation to Director’s office requiring a signature.
- Maintaining/updating
the Director’s diary to ensure appointments and meetings are well
organized and coordinated on a timely basis.
- Working
with relevant departments where necessary, and providing corporate
inter-office support.
- Perform
any other duties as may be assigned from time to time
KNOWLEDGE, SKILLS & ABILITIES:
- A
degree in business administration or a relevant field.
- Minimum
five (5) years of experience in a similar role.
- Proven
experience in providing high quality administrative and personal assistant
services to senior-level staff.
- An
understanding of SAGE ERP is a must.
- Excellent
written and verbal communication skills.
- Proven
interpersonal and customer service skills with people at a range of levels
from a variety of social and cultural backgrounds.
- Assertive
and proactive, with the ability to work on own initiative with little or
no supervision.
- Good
analytical skills with the ability to identify key points from complex
material or information.
- Self-motivated,
flexible and able to make a judgement as to when to take the initiative on
the Director’s behalf.
- Excellent
time management skills. The post-holder will need to manage their own time
well, and the time of the Director.
- Demonstrated
personal integrity and ability to deal with sensitive and/or sensitive
issues with tact, and diplomacy while maintaining complete discretion and
confidentiality.
- Ability
to cope with varying workloads and interruptions and to organize
activities to provide efficient services.
- Experience
in providing comprehensive support to staff committees and meetings or its
equivalent.
- Experience
in a similar role.
- Ability
to multitask and prioritize tasks
- Well-developed
organizational skills.
- Attention
to detail.
How To Apply
Interested and qualified? Go to Mintvilla Housing on mintvillas.recruiteze.com to apply