EXECUTIVE ASSISTANT

Job Description/Requirements ROLES AND RESPONSIBILITIES Executive Support Provide dedicated administrative support assistance to the Executive and Management Team. Coordinate the logistics of Senior Managers i. e. Booking meetings, prepare documentation and board reports. Maintain the MD’s diary and diary of executive management. Maintain high level of integrity and confidentiality with respect to Executive matters and information of the company Handle requests from the Executive team sensitively, maturely and proactively with minimal supervision. Securing boardroom in advance for management meetings. Guide external clients visiting the Executive team professionally and efficiently while providing timely feedback.

Deliver tasks assigned by the Executive team efficiently and within required timelines. Constantly work with the CEO on a day to day basis to support his work schedule. Answering phone calls in a polite and professional manner. Welcoming visitors and identifying the purpose of their visit before directing them to the appropriate department or management team. Office Management Provide leadership of the day to day office matters and seek continuous improvement. Seek to ensure that staff work from a safe, clean and conducive work environment. Supervise use of boardrooms equipment.

Office management and asset management Provide daily guidance and mentorship to the front desk team Supervise the general cleaning of the office on a daily basis and ensure the same is in order. Coordinate quotes for logistics around staff events in liasson with Events team and office assistant in charge Coordinate quotes for logistics around water supply supply, office minor purchases in liaison with office assistant in charge. Coordinate quotes for logistics around stationery, repairs laptops and office assets in liasson with administrative assistant.

Coordinate quotes for logistics around kitchen items in liasson with Office assistant in chargeAdministration Read and understand administration processes and ensure 100% compliance to the processes. Read and familiarize yourself with HR policies in place. Effective Minute taking and dissemination of minutes on time as required. Effective Business writing and delivery of accurate reports. Spot office management gaps and address them in liasson with administration team. Supervise internship schedule i. e draft internship offer letters and liasse with Administrative assistant on payment of internship stipend timely at the end of the month.

Introduce staff to the rest of the staff during the onboarding process. Champion health and safety agenda in the group. Maintain proper filing and documentation of HR records in liason with HR Manager. In charge of leave records, tracking and provide monthly reports. Actively participate in organizing & executing events when required in liason with Events committee; Manage incoming queries that are relayed through company email ( Info). Receive and disseminating related information to external and internal clients as and when required. Logistics & Procurement Read and understand procurement processes/policy and ensure 100% compliance to the processes.

Seek to improve on the current Logistics and procurement processes and initiatives. Assist in processing of travel documents, passports and special passes for staff on a request basis. Liaising with Finance and Administration in procuring of goods and services. Maintain an up-to-date log of all staff travel in regard to the Travel Policy. Maintain and provide monthly reports of staff travel to HRM. Maintain an up-to-date record of the Company account with Travel agent and any issues that may arise from time to time. Handle staff and guests travel and accommodation arrangements. Handle logistics for shipment.

Liaising with Finance and Administration teams on the preparation of Local Purchase Orders (LPO’s) on valid requests from clients for the company which will be approved by the Finance Manager, Business Unit Managers or Senior Management. These duties will not be delegated to any other staff member without advance authority. PROFESSIONAL QUALITIES2.

1 Teamwork Collaborate with relevant teams Communicate effectively Provide feedback to relevant teams as required Abilities to related at all levels of the organization REQUIRED QUALIFICATIONS Diploma in Business management or related fields 4+ years’ experience in general Administration with at least 2 years as Executive assistant Business communication skills with ability to build trust and confidence with senior management Knowledge of Microsoft office, Ticketing, Logistics and procurement Good telephone etiquette People skills and also ability to maintain confidentiality Efficient with good organization skills Cross-cultural experience, understanding, and sensitivity. Excellent interpersonal and written and oral communication skills.

Computer literate, with high degree of proficiency and productivity. Flexible and agileThis job description is meant to be only a representative summary of the duties and responsibilities performed by the jobholder. The jobholder may be requested to perform job-related tasks other than those stated in this job description.