Executive Administrative Assistant

Executive Administrative Assistant

JOB SUMMARY                                                                                                 

The executive administrative assistant is responsible for providing comprehensive support to the CEO and Senior Management team, managing the day to day operation and secretarial support to the Executive Staff to include filing and scheduling, financial record keeping, coordination of meetings and conferences, processing travel requests, compiling and disseminating reports and working on special projects. Exude exceptional customer service techniques while executing administrative requests in a timely manner and according to company policy and procedures for seamless day to day running of operations. Also, answers non-routine correspondence and assembles highly confidential and sensitive information. This dynamic position requires the skill set to think critically, act proactively and support the business professionally and confidentially.

DUTIES & RESPONSIBILITIES

• Schedules and organizes complex activities such as meetings, travel, conferences and department activities for all members of the department.  
• Attend department meetings as required and compile minutes and action notes as required.
• Prepare general correspondences, memos, presentations, etc. Proofreads copy for spelling, grammar and layout, making appropriate changes. Responsible for accuracy and clarity of final copy.
• Prepare minute transcripts from meetings and disseminate as required.
• Screen incoming calls, handle inquiries and requests in a discreet and professional manner.
• Facilitate the approval of business travel requests including approvals for per diem in accordance with company policy.
• Process reservation requests for Medical representatives.
• Manage reservations for the executive boardroom and coordinate the set up for meetings inclusive of refreshments if required.
• Request purchase orders and process payments for invoices incurred by the department/company.
• Process travel reimbursements for employees as required on behalf of the department/company.
• Assist with quarterly stock taking exercises.
• Assist with managing contractor files, ensuring compliance with company policy.
• Assist with doing inventory checks as required.
• Assist with the administration of company liability and vehicle accident reporting and claim processing.
• Coordinate all executive team meetings and assist with the compilation of all essential board reports and weekly executive event reports.

ANALYSIS

• Conduct administrative duties on behalf of the executive staff.
• Provide assistance to the data administrator in all key areas.
• Monitor data integrity and formally notify appropriate personnel of the impairments.
• Prepare Powerpoint presentations for customer business development plans.
• Prepare daily, weekly, monthly, quarterly and annual reports for the General Manager and other stakeholders as required.
• Effectively communicate key insights via producing tables, charts, graphs, and presentations.
• Create and Constantly evolve analyses based on the needs of the business.
• Validate and query data while providing recommendations based on statistical analysis.

ACCOUNTABILITY

The Administrative Assistant is accountable to the General Manager for:

1. Effective management of administrative duties for the  Executive Staff
2. Accurate preparation of reports submitted and consistent meeting of deadlines.

QUALIFICATIONS

• Tertiary degree in Business Administration or related field
• Minimum three (3) years working in an administrative role.

KNOWLEDGE, SKILLS AND ABILITIES

• Excellent Time Management and Customer Service Skills.
• Must be computer literate and proficient in MS Office.
• Excellent written and oral communication.
• Ability to apply critical thinking and creativity.
• Detail oriented, pays keen attention to accuracy.
• Must be able to function independently and handle a variety of responsibilities under pressure.
• Independent judgment is required to plan, prioritize and organize diversified workload, recommends changes in office practices or procedures.

COMPETENCIES

• Excellent communicator
• Analytical thinker
• Leadership
• Team oriented
• Performance driven
• Proficient in microsoft applications
• Strong verbal, and written communication skills

STANDARDS

• Compliance with company SOPs and policies.
• Display a professional, acceptable attitude and image for all work associated with and undertaken on behalf of Facey Commodity Company Limited.

WORKING RELATIONSHIPS

• External: Maintain a pleasant and professional communication with external individuals contacting the department at all time.
• Internal: Maintain a pleasant and professional relationship with our CEO, General Manager, Human Resource Manager and, Business Development & Marketing Manager.