Job Purpose
- The Incumbent will act as the point of contact among executives, employees, clients and other external partners
Primary Responsibilities.
- Driving key business projects for directors.
- Manage and maintain executive schedules, including scheduling travel and conferences, making appointments and making changes to appointments.
- Overseeing administration policies within an organisation and within the office, recommending changes as appreciate
- Track Projects and sub grantee expenditures against approved budgets.
- Liasing with service providers to ensure that all operations and projects run smoothly within stipulated timelines and approved budgets.
- In liaison with the Human Resources department assist in administrative issues such as trainings and recruitment.
- Prepare management reports. presentations and advise management on budget utilization.
- Develop and utilize historical information provide retrieval of information record meeting discussions and provide minutes.
- Data analysis: proficient in access, Ms word, excel, outlook. Perform filtering and sorting of Data, V-lookup and other functions
- Coordination of finances assisting with budget preparations
- Meet with special interest groups or individuals on behalf of executives.
- Prepare Executive responses routine memos, letters or correspondence
- Delegate tasks and responsibilities to other staff members when appropriate.
- Prepare and develop a records management system: maintain and recommend changes to records system when appropriate.
- Connect with customers when appropriate and problem solve. Document complaints and develop an appropriate course of action. Report problems to executives when they cannot be resolved for attention
- Undertake any other relevant duties as directed by management from time to time.
Self-Management
- Support, comply and ensure complicity with Health & Safety regulations, the Company Handbook, Quality and Environmental standards, and all other Company policies and procedures.
- Support encourage and develop team and take ownership for team cohesion
- Proactively contribute to creating a good team atmosphere
- Makes useful links to arrive at insightful plans and solutions
- Embraces personal challenge.
- Confident, rounded thinking
- Is resilient, optimistic and open to change
- Has an Adult: Adult, collaborative approach to others
- A self-starter, motivated and able to positively motivate others .
- Focused and target driven with a positive, can-do attitude.
Academic Qualifications and Skills.
- Bachelor’s Degree or Diploma in Business related Course.
- Minimum 4 years’ experience as Executive Personal Assistant.
- Previous work experience in Manufacturing and preferably Engineers Industry is an added advantage.
- Working in an ISO certified organization will be an added advantage.
- Computer Knowledge is a requirement.
- Excellent leadership and man management skills
- Excellent interpersonal skills
- Excellent written, verbal and presentation skills
- Excellent organizational and follow-up skills
- Competent in problem solving, team building, planning and decision making Commercially aware
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