About the job
Purpose
The Executive Assistant is responsible for providing high level executive administrative support to the Director. The position will serve as the primary point of contact for internal and external communication on all matters pertaining to the Office of the Director. You are required to handle sensitive and complex issues in a professional and objective manner. Take initiative as appropriate in the Director’s absence.
Key Duties/ Responsibilities
- Maintains short, medium and long-term diaries for the Director; making necessary travel, meeting and other arrangements for appointments;
- Assesses priorities of appointments and reallocation as necessary;
- Makes administrative arrangements and plan for internal and external meetings, conferences and attend as necessary; and ensure the Director is fully briefed for meetings, including recommending solutions where appropriate;
- Proper management (direct/indirect) of projects that the Director’s office may be participating in;
- Researches, prioritizes, and follows up on corporate matters and action plans, determines appropriate courses of action, referral, or responses;
- Identifies and resolves challenges / problems that would not require the Director’s direct involvement but in line with priorities, policies, commitments, and program goals of the company;
- Provides high-level secretarial support to key internal and external meetings involving the Director, including preparing agendas, coordinating or writing papers, producing minutes, and ensuing follow-up actions are progressed;
- Ensures timely filing, production and distribution of Director’s agendas, papers and reports;
- Liaises with external bodies with which the Director requires representation and is involved as required;
- Prepares and edits correspondence, reports, memos, message point, speeches and presentation material as required; noting the need for accessibility in all documentation from all sources;
- Organizes and maintains Director files, contacts and records;
- Welcomes guests and customers with courtesy , in person or on the telephone; answering or directing inquiries;
- Assists in coordinating the agenda of senior management team meetings (Directors, CEO & HOD). Prepares an account of the meetings and designates and follows up on assigned action items;
- Monitors the Director’s office budget to ensure it is within the allocated limits and make amendments where necessary, and
- Any other relevant duties as may reasonably be required and assigned by the Director /management from time to time.
Key Outputs/Deliverables
- Provide efficient administrative and secretarial support to the Director /CEO;
- Effective implementation of departmental budget and reporting on the same;
- Relationship Management; quality services to internal and external clients;
Academic and professional Qualifications and experience required
- Bachelor’s Degree in Business Administration
- At least six (6) years hands on experience as an Executive Assistant, Personal Assistant or similar role supporting C-Level Executives
- Training / certification in Microsoft Office Suite (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and Social Media web platforms
Key Skills and Competences
- Excellent communication and interpersonal skills
- Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
- Excellent customer service orientation
- Strong time management skills with the ability to prioritize and manage multiple tasks
- Forward looking thinker, who actively seeks opportunities and proposes solutions
- Self-starter, high energy level with strong interpersonal and communication skills
- Confidence in working with senior internal and external stakeholders
- Well placed sense of judgment and stakeholder management skills, able to exercise absolute discretion and confidentiality
- Highest level of personal and professional integrity
- A flexible, pro-active approach to work including the ability to prioritize and re-prioritize
- Excellent IT skills, including a working knowledge of presentation software packages, preferably Microsoft Office packages; Word, Excel, Power Point etc.
APPLY ON THE OFFICIAL WEBSITE USING THE LINK BELOW:
