EXECUTIVE ASSISTANT

This position is responsible for the provision of high-level Administrative Support to the CEO by assisting with the management of the CEO’s schedule, conducting research, preparing reports, letters and memoranda, handling information requests, performing clerical functions and scheduling meetings.

KEY DUTIES AND RESPONSIBILITIES:

• Responsible for preparation of reports, memos, letters, presentations and other documents using Microsoft Office Suite.

• Ensures that good use of language and vocabulary is used in all documents prepared and ensures all correspondence is free of typographical errors.

• Opens, sorts, reads and analyses incoming correspondence to determine significance and plan for their distribution to appropriate personnel.

• Reviews all correspondence before submission to the CEO.

• Schedules and coordinates meetings, attends meetings and records and prepares minutes of meetings as and when necessary.

• Schedules appointments and screens visitors for planned and unplanned access to the CEO

• Screens incoming calls and assists with queries, transfers to relevant personnel or takes a message if necessary. 

• Plans events and makes travel arrangements and conference reservations for the CEO.

• Establishes an appropriate filing system to file and retrieve documents, records and reports on a timely basis.

• Maintains all records, equipment and stationery related to duties.

• Upholds the highest level of confidentiality in the maintenance of sensitive information and records.

• Performs any other related tasks as required by the Director

KSA REQUIREMENTS: 

Knowledge: Administrative Management, Research Methods

Skills: Strong analytical capabilities, excellent communication skills, written and verbal, excellent interpersonal skills

Ability: Strong ability to maintain confidentiality. Ability to organize and coordinate executive office activities. Ability to prioritize tasks.

PHYSICAL REQUIREMENTS OF THE JOB:

• Working for extended periods of time in a seated position.
• Concentrating for an extended period of time on reports which requires hand/ eye coordination.
• Must be able to lift up to 15lbs in the course of duties

JOB SPECIFICATIONS:

Education/Training:  BSc in a relevant Degree or a Diploma together with a minimum of five (5) years’ experience at a senior level.

Experience: At least three (3) years’ experience as an Executive/Administrative/Personal Assistant to a Senior Executive.

Certificates and Licenses: Certificate in Microsoft Office User Specialist

Pre-Employment Testing: Pre-Employment Medical and Background Checks