Executive Administrative Assistant

To coordinate and provide high quality support to the General Counsel and Corporate Secretary in completing a broad variety of administrative tasks with confidentiality and discretion.

JOB SUMMARY:

To coordinate and provide high quality support to the General Counsel and Corporate Secretary in completing a broad variety of administrative tasks with confidentiality and discretion. Responsible for coordinating and organizing executive efforts and overseeing special projects as it relates to the Office of the General Counsel and Corporate Secretary.      

KEY FUNCTIONS: 

• Provide first level resolution of queries, issues and concerns submitted to the office of the General Counsel and  Corporate Secretary, including the formulation and dispatch of routine responses; In addition to typing or editing e-mails, memos and other correspondence, compose and dispatch e-mails, letters and reports.
• Research, compile, assimilate and prepare confidential and sensitive documents, and briefs the General Counsel and Corporate Secretary regarding contents; conduct research and prepare reports that support strategic initiatives; collecting and analyzing information; Familiarity with multiple search engines as well as the information resources that are relevant in the particular area of operations of the Company.
• Coordinate office management activities and provide full operational and administrative support for the office of the General Counsel and Corporate Secretary.
• Maintain an efficient electronic filing system that is user friendly and facilitates ease of retrieval of data; Provides historical reference by developing and utilizing filing and retrieval systems; To set up and maintain email systems, file-sharing systems, and calendars, as well as proficiency with relevant software and databases.
• Collaborate with the General Counsel and Corporate Secretary in a supporting role, in establishing policy, procedures and processes that ensure relevant LOB standards and best practices are effectively developed, implemented and communicated.
• Represent the General Counsel and Corporate Secretary by attending meetings in the their absence; Communicate and coordinate with people throughout the company, and sometimes with clients as well, depending on the type of business; With direction from the General Counsel and Corporate Secretary, consult with Board of Directors, the Government, Regulatory Agencies, customers, vendors, business partners, distribution partners, and members of the business and social community.
• Provide administrative support - managing the documentation of credit card expenses, personal expenses and petty cash; Assist in managing the tracking of financial reporting on the LOB’s expenditure reconciliations and variance analysis; To seek out and recommend approaches to cost effectiveness in operations.
• Provide meeting and calendar management: manage the General Counsel and Corporate Secretary’s calendar, schedule meetings, prepare agendas, operate audio-visual systems during meetings, record minutes and ensure that meetings adhere to time limits; May also hold their own meetings, depending on their areas of responsibility; also act as a liaison between the executive and the rest of the staff.
• Schedule flights, make hotel reservations and coordinate out-of-town meetings for the General Counsel and Corporate Secretary and direct reports.
• Execute various events by provision of support to the General Counsel and Corporate Secretary on event logistics; required to schedule events, conferences, dinners and team retreats.
• Supervision of junior-level administrative staff attached to the Office of the General Counsel and Corporate Secretary as required.
• Maintain professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies.
• Workplace Safety- oversee that all related work is done in accordance with established safety practices and procedures.
• Performs such other related duties as may be assigned by the General Counsel and Corporate Secretary, from time to time.

 EDUCATION & EXPERIENCE:

• Minimum of a bachelor’s degree in Business Management, Marketing or Social Sciences.
• A minimum of five (5) years’ experience in Administrative or support role functions; excellent organizational skills, the ability to work well with people at all levels within the company.
• Strong writing skills are essential for this position.
• Business Etiquette and Protocols, Diplomacy, confidentiality and discretion are essential.
• Excellent proficiency with Office Productivity Tools, such as, MS Word, MS Excel, MS Power Point, Visio and MS Project

Any relevant combination of qualifications and experience at an appropriate level to perform the required duties competently will be considered.

 PERSONAL ATTRIBUTES:

• Ability to cultivate strong relationships with business, industry and internal publics.
• Attention to detail
• High energy and results oriented.
• Calm under pressure, flexible, friendly and helpful
• Active listening: Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate to fully understand
• Discreet with an understanding of the need to maintain confidentiality; Ability to inspire trust; Tactful and diplomatic when dealing with sensitive matters

CORE AND LEADERSHIP COMPETENCIES: 

• Organisational Awareness: Contributes to the organisation by understanding and aligning actions with the organisation's goals, core functions, needs, and values. Contributes to the organisation by actively demonstrating the alignment of activities with the organisation strategies, key initiatives, core functions, needs, and values and supporting others to do the same.
• Customer Focus: Prioritises and takes action on the needs of both internal and external customers. Designs and delivers products and services with the customer experience top of mind.
• Planning and Results Orientation: Invests time in upfront planning to achieve organisational goals and objectives while meeting quality standards, following the appropriate processes, and continuously assessing results.
• Creativity and Innovation: Thinks beyond the confines of traditional models to recognise opportunities and find new and better ways of doing things to be and remain an agile broadband provider. Encourages experimentation and accepts failure as a driver of innovation.
• Communication: Effectively and appropriately interacts with others to build relationships, influence others, and facilitate sharing ideas and information. Uses tact and diplomacy to navigate demanding situations. Relays key messages by creating a compelling story targeted to specific audiences.
• Strategic Leadership and Execution: Applies vision to think beyond the immediate situation and explore multiple potential paths. Invests time in planning, discovery, and reflection to better drive decisions and more efficient implementation. Ensures that business goals are met by executing, monitoring, and adjusting the organisational action plan.
• People Leadership: Inspires, motivates, and empowers people to achieve organisational goals. Coaches, mentors, and manages employee experience, and employee performance, through mindful preparation. Creates space for others to lead.
• Managing Through Change and Uncertainty: Adjusts thinking and behaviour to resiliently face change and uses experience to fuel growth. Embraces failure as a learning opportunity for themselves and others. Enables the process of change and transition while helping others deal with the effects of change.
• Problem Solving and Decision Making: Use critical thinking to evaluate problems, gather information, understand causes, and identify best workable solutions. Invests time in planning, discovery, and reflection to drive better decisions and more efficient implementations.

Deadline date for applications: 10th November 2024