Executive Assistant

POSITION TITLE:

Executive Assistant

(Contract Position)

POSITION GRADE:

Grade 2 (b)

DEPARTMENT:

CEO Office

REPORTS TO (JOB TITLE):

The position reports to:

A. POSITION PURPOSE:

The Executive Assistant provides a high level of administrative support to the Chief Executive Officer and would ensure the efficiency and effectiveness of the operations of CEO’s Office which has eight (8) direct reporting Departments and two (2) administrative reporting and support the CEO in reporting to a variety of stakeholders including but not limited to various Ministries/State Agencies responsible for Agriculture, State Lands, Quarrying, Construction and State Lands Security.

B. MAJOR DUTIES & RESPONSIBILITIES:

Category

Functions/ Tasks

% of Time Spent on each Category

• Provides administrative assistance, such as writing and editing e-mails, drafting correspondence and preparing communications on behalf of the Chief Executive Officer.
• Maintains comprehensive and accurate records for the office of the Chief Executive Officer.
• Organizes meetings, including scheduling, sending reminders, and organizing catering when necessary and recording of minutes of meetings, as directed.
• Liaising and following up with Departmental Managers on matters which are due to the Chief Executive Officer.
• Assists in the preparation of presentations on behalf of the Chief Executive Officer to internal and external parties.
• Follows up and responds to emails and letters from external and internal stakeholders as directed by the Chief Executive Officer.
• Receives, reviews, sorts and processes departments’ incoming mail in accordance with corporate policy as directed.
• Maintains and updates where necessary effective office management systems, including data management and filing for the office of the Chief Executive Officer.
• Manages telephone calls, enquiries and requests, with appropriate follow-up systems in place as and when appropriate.
• Arranges and manages the daily and weekly appointment schedules for the office of the Chief Executive Officer, including making appointments, meetings and prioritizing the most sensitive matters.
• Follows up on requests for approval to procure services and the necessary payment procedure thereafter as it relates to the office of the Chief Executive Officer.
• Liaises with contractors, suppliers, staff and the general public as directed by his/her direct reporting Manager.

C. OTHER DUTIES & RESPONSIBILITIES:

The duties and responsibilities as outlined, are intended to describe the general nature and level of work to be performed by you. They are not intended to be an exhaustive list of all responsibilities, duties and skills required of personnel so classified.

% of Time spent on activity

Performs such tasks as may be required for the smooth operation of the department and organisation.

When needed

INDIVIDUAL SAFETY RESPONSIBILITY:

It is the responsibility of each employee to protect oneself as well as fellow employees from injury. Work shall be conducted according to established safe practices and procedures. Please refer to EMBD’s Environmental, Health and Safety Policies.

D. QUALIFICATIONS, EXPERIENCE, BEHAVIOURAL AND TECHNICAL COMPETENCIES:                                                           

Qualifications: Minimum

• Bachelor’s Degree in Business Management/Administrative Professional Secretarial certification or similar qualification.

Experience: Desired

• Five (5) years’ experience providing high level administrative support to executive management.

Behavioural Competencies: Desired

• High degree of integrity and confidentiality.
• High degree of attention to detail and accuracy.
• Ability to coordinate administrative programmes and to evaluate their effectiveness.
• Effective written and verbal communication skills.
• Ability to establish and maintain effective working relationships with internal and external stakeholders.

Technical Competencies: Desired

• Expert knowledge of Microsoft Office tools.
• Knowledge of methods and techniques of office management.
• Familiarity with board and committee processes.