The Executive Assistant (EA) works under the immediate supervision of the Chief Executive Officer (CEO) and Executive Management team and reports to the Chief Financial Officer (CFO). The EA shall carry out his/her duties in accordance with approved company guidelines. In addition, the EA will be trusted with sensitive, confidential information regarding both Executive Management and other staff members, so the highest levels of confidentiality are required.

Duties will include, but are not limited to the following:

Executive Management Daily Assistance

• Manage and maintain executives’ schedules and appointments
• Arrange and co-ordinate meetings and events
• Answer and manage incoming calls / monitor, screen, respond to and distribute incoming communications
• Receive and interact with incoming visitors / external clients

Executive Management General Assistance

• Manage and coordinate executives’ travel arrangements
• Preparing expense reports, reconciling credit card statements or submitting billing information
• Record, transcribe and distribute minutes of management meetings

Research and Documentation Assistance

• Conserves executive’s time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications
• Prepare and edit correspondence, communications, presentations and other documents
• Develop and carry out an efficient documentation and filing & retrieval system
• Conduct research, collect and analyse data to prepare reports and documents

Office Administration

• Maintain relationship with outside suppliers e.g. Health and insurance, cellphone and internet, office utilities, etc.
• Supervision of administration team members, to assist in the above and any other duties.
• Review operating practices and implement improvements where necessary

Fixed Assets Management

• Oversees the administration of tangible fixed assets, like cars, computers, mobile devices and other office furniture and equipment, as well as monitor utilization of assets

Staff Interaction

• Supervise, coach and train lower level administrative staff – assign work to other administrative staff and following up on results
• Liaise with internal staff at all levels

Other Duties

• Any other duties as the Management might assign
• Handle requests and queries appropriately

Education:

• Bachelor’s Degree
• Additional secretarial qualification would be considered an advantage
• Proven experience as an executive administrative assistant, senior executive assistant or in other secretarial position
• Proficient computer skills and in-depth knowledge of relevant software such as MS Office suite
• Full comprehension of standard office administrative practices and procedures

Key Competencies:

• Exemplary organizational and planning skills
• Excellent communication skills (writing, verbal and reporting)
• Proficiency in English
• Attention to detail and accuracy
• Information gathering and monitoring skills
• Problem analysis and problem solving skills
• Judgment and decision-making ability
• Discretion and confidentiality
• Team member
• Initiative
• Adaptability

Closing Date for Applications is Sunday 20th August, 2017