Executive assistant

Job Summary

Enhances executive's effectiveness by providing business and information management support

  • Minimum Qualification: Degree
  • Experience Level: Mid level
  • Experience Length: 2 years

Job Description



Job Purpose:

Enhances executive's effectiveness by providing business and information management support; provide executive-level administrative support; representing the executive to others; supervising lower-level clerical support; and other organizational tasks.


Duties and Responsibilities

Manage and maintain executive schedules including appointments, meetings, conferences, teleconferences, and travel itinerary.

Facilitate internal communication (e.g. distribute information and schedule presentations)

Coordinate executive communications (including taking calls, e-mail, letters, packages etc.), and interfacing with clients 

Conserve executive's time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications.

Prepare internal and external corporate documents for team members and industry partners 

Submit timely reports and prepare presentations/proposals as assigned 

Prepare, submit and follow-up on proposals and bids

Handling or appropriately referring inquiries and Managers’ queries sent to the office of the GMD.

Act as the point of contact in dealing with both internal colleagues and external visitors on behalf of executives 

Coordinate office activities and operations to secure efficiency and compliance to company policies 

Produce information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.

Suggest more efficient ways to run the office and troubleshoot malfunctions; and recommend changes to company policies

Maintain continuity among work teams by documenting and communicating actions, irregularities, and continuing needs.

Management of stationeries and pantry items including ordering and disbursement

Arrange corporate events taking place outside of the work place, such as golf tournaments, fund-raising events and staff appreciation events, etc 

Maintain an organized filing system of paper and electronic documents 

Uphold a strict level of confidentiality 

Develop and sustain a level of professionalism among staff and clientele 

Respond promptly to managers’ queries

Represent the executive by attending meetings, interacting with clients in the executive's absence; and speaking for the executive where appropriate.

Complete projects by assigning work to clerical staff; following up on results.

Prepare reports by collecting and analyzing information.

Provide historical reference by developing and utilizing filing and retrieval systems; recording meeting discussions.

Maintain office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies; verifying receipt of supplies.

Ensure operation of equipment by completing preventive maintenance requirements; following manufacturer's instructions; troubleshooting malfunctions; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.

Maintain professional and technical knowledge by attending educational workshops; reviewing professional publications; and establishing personal networks.

Contribute to team effort by accomplishing related results as needed and assisting colleagues whenever necessary.

All other duties as assigned by the executives.


Key Performance Indicators

Level of organization and judgment

Level of resourcefulness

No customer/Client complain

Loyalty/confidentiality

Appointments kept & reservations made

Prioritizing workloads


Skills

Outstanding communication and interpersonal abilities; Ability to multitask and prioritize tasks, Strong project management and problem-solving skills, Excellent time management skills, Professional discretion, Excellent organizational and Writing Skills, Reporting Skills, Scheduling, Microsoft Office Skills, Time Management, Presentation Skills, Equipment Maintenance, and Travel Logistics

Knowledge

Supply Management

Situational Requirements


Personal Attribute

Professionalism, Customer Focus, Organization, Informing Others, Handles Pressure

Work Experience

Minimum of 2+ years of experience as an Executive Assistant reporting directly to senior management

Computer Skills

Excellent knowledge of MS Office and office management software

Management Ability

Academic Qualification

BSc or equivalent in office administration or relevant field is preferred

Professional Qualification

Qualifications in secretarial studies will be an advantage

Travel Required

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