Executive Assistant

Executive Assistant

Executive Assistant

Type: Full-time and On-site

Working Conditions: Will be required to work outside of the stipulated working hours including weekends and public holidays.

Overview:

An established organisation is seeking a poised, highly professional, and dedicated Executive Assistant to provide world class executive level administrative support to the office of the Chief Executive Officer and President. This role requires an individual with exceptional administrative skills to manage multiple priorities and commitments seamlessly while maintaining the highest standards of confidentiality, loyalty, and professionalism. As a key representative of the Chief Executive Officer’s office, the successful candidate will embody the values of the organisation and ensure its integrity is reflected in every interaction. The Assistant will ensure that the services provided are efficient and effective and in alignment with the Organisation’s strategy.

Key Responsibilities:

• Administration: Develop and oversee administrative systems, policies, and procedures to ensure operational excellence. Maintain an organised system for the collection and storage of essential documents, including agendas, reports, and correspondence.
• Communications: Manage critical communications and represent the CEO’s voice in emails, calls and meetings. Prepare all general correspondence and letters required by the President and CEO’s office
• Calendar Management: Manage the CEO’s schedule, calendar, and travel arrangements with exceptional attention to detail and discretion. Organise and execute monthly customer visits for the President and CEO to maintain/create business relationships.
• Meeting Management: Record, prepare, and distribute accurate and comprehensive minutes for meetings, ensuring timely follow-up on action items. Prepare agenda for all meetings chaired by the President and CEO.
• Executive Support:  Handle personal tasks and responsibilities for the CEO, including managing personal appointments with discretion and confidentiality. Manage competing priorities effectively, ensuring all commitments and deadlines are met with precision and efficiency.
• Data and Information Management: Serve as a professional gatekeeper, safeguarding sensitive/confidential information, and managing communications with the utmost integrity.
• Report Management: Coordinate the collection and circulation of monthly reports to the Board of Directors, ensuring that established timelines are met. Ensure preparation and receipt of monthly reports from the Senior Management Team.
• Research and Analysis: Conduct market research, gather relevant data, and provide insightful reports and recommendations to support the CEO’s decision-making process. Assist in the research and preparation of monthly reports as required by the President and CEO.
• Business Liaison: Act as a point of contact and liaison between the CEO and internal/external stakeholders. Build and maintain positive relationships with internal teams, stakeholders, and external partners to uphold the values of the Chief Executive Officer’s office and the organisation.
• Project Coordination: Assist in planning, executing and monitoring key/special projects and provide proactive support, ensuring their seamless execution and alignment with organisational objectives and monitor timelines for project deliverables to ensure timely completion as assigned. Collaborate with cross-functional teams to ensure project success.

Ideal Candidate Profile:

• Confidentiality and Discretion: Upholds the highest standards of integrity in managing sensitive information and communications.
• Professionalism and Poise: Represents the Chief Executive Officer and the organisation with distinction and tact.
• Exceptional Administrative Skills: Demonstrates advanced organisational abilities to manage complex schedules, high-stakes tasks, and multiple commitments.
• Maturity and Loyalty: Displays a deep understanding of the role’s importance and a steadfast commitment to the organisation’s mission and has the ability and willingness to work on own initiative and with minimal supervision.
• Minute Recording Expertise: Maintains accuracy and clarity in capturing and documenting meeting outcomes, ensuring alignment with objectives.
• Attention to Detail: Ensures precision in every aspect of work, recognising its impact on organisational success.
• Proficiency with digital communication: Comfortable with the use of digital tools like emails, messaging apps and video conferencing platforms.

Qualifications:

• Bachelor’s degree in Business Administration, Management, or a related field, from a recognised tertiary institution.
• At least eight (8) years’ experience as an Administrative Professional, three (3) of which should be at the C-Suite or Senior Executive Level.
• Certification in Advanced Administrative Professional Training would be an asset.
• Proven ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Certification in CPS or Certified Administrative Professional (CAP) or equivalent is highly desirable.
• Exceptional verbal and written communication skills, with a strong aptitude for minute-taking and documentation.
• Proficiency with Microsoft Office Suite and other relevant software, including calendar and task management tools such as Google Calendar, Asana, or Trello for efficient scheduling and task management.
• Strong interpersonal skills and the ability to foster collaborative relationships.

How to Apply:

If you are a highly motivated individual with exceptional administrative skills and a dedication to excellence, please submit your resume and a cover letter detailing your qualifications and how you meet the requirements for this position.

Application process closes December 13, 2024.

We thank all applicants for their interest; however, only those shortlisted will be contacted.