Job Summary
:
The Executive Assistant is responsible for proactively providing timely, well-organized and professional administrative, logistic and secretarial support to the Office of the CEO.
Key Responsibilities
Manage and monitor CEO’s appointments, calendar, upcoming commitments and travel arrangements to ensure the CEO’s schedule is efficient and organized.
Act as the primary point of contact for the CEO: screening visitors, telephone calls, enquiries and requests - handling such and escalating when appropriate.
Pro-active planning of the CEO’s schedule via effective Diary Management on behalf of the CEO.
Reply and review all forms of correspondence based on the instruction of or on behalf of the CEO, appropriately routing of correspondence, drafting error-free letters & documents, memos and other communications on behalf of the CEO.
Maintain the accuracy, confidentiality and quality of all forms of filing and database/information management as relevant to the Office of the CEO.
Assist the CEO in preparing for meetings time by reading, researching, collating and analyzing needed information and data, assisting with preparation of presentation materials, ensure the CEO is well-prepared and possesses the relevant information and documentation to guarantee the CEO’s optimal effectiveness at meetings.
Set up and maintain Annual Calendar of meetings and events across the Business.
Managing the practical and administrative requirements for organizational meetings as required, including booking and preparation of appropriate internal or external venue(s), sourcing requisite furniture, equipment, refreshments and entertainment where appropriate.
Take accurate minutes at various meetings and disseminate Action Points and Minutes to meeting attendees.
Respond to all e-mails in a timely manner (same day where possible), including monitoring of the CEO’s e-mails and responding where appropriate.
Answer incoming phone calls or return any missed calls in a timely manner. Monitor CEO’s missed calls and action on behalf of the CEO, providing a brief to the CEO where/when appropriate.
Organize all travel logistics for the CEO as required.
Requirements
Bachelor Degree in any field from a reputable institution.
Masters’ Degree in Business Administration (MBA) will be an advantage.
3-4years cognate experience in a similar role in a well-structured organization.
Excellent communication, listening, writing and research skills.
Great organization skills and rapt attention to details.
Outstanding leadership skills.