Executive Assistant

Executive Assistant

Job Description

Job Title: Executive Assistant

Reporting to the General Manager the Executive Assistant must be well-organized, highly confidential, have great time management skills and be able to act without guidance. The incumbent is responsible for managing calendars, making travel arrangements, scheduling meetings, taking minutes during sessions, maintaining databases and producing reports or presentations, ultimately contributing to the efficiency of the business by providing personalized and timely support to General Managers office.

Responsibilities

• Provide secretarial and executive services support to the General Manager.
• Act as the point of contact among Board Directors, employees, clients and other external clients
• Manage information flow in a timely and accurate manner.
• Manage GM calendars and set up meetings.
• Make travel and accommodation arrangements.
• Track daily expenses and prepare weekly, monthly, or quarterly reports.

• Format information for internal and external communication – memos, emails, presentations, reports
• Take minutes during meetings during Board Meetings.
• Screen and direct phone calls and distribute correspondence.
• Organize and maintain the office filing system.
• Collaborate with all departments.

Requirements

• Work experience as an Executive Assistant, Personal Assistant, or similar role
• Excellent MS Office knowledge
• Outstanding organizational and time management skills
• Familiarity with office gadgets and applications (e.g., e-calendars and copy machines)
• Great verbal and written communications skills
• Professional discretion and confidentiality
• Ability to multitask and prioritize tasks.
• Attention to detail.

Qualification and Experience

• Bachelor’s degree in business administration or equivalent qualifications
• At least three (3) years’ experience in a similar position
• Secretarial certification is a plus.

Performance Criteria:

The Job has been satisfactorily executed when:

1. The office is run effectively and efficiently and meets agreed targets.
2. There is timely and accurate preparation and presentation of reports and other documentation to both internal and external clients.
3. There is a high level of confidentiality and response to clients.