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Provide historical reference by developing and utilizing filing and retrieval systems; recording meeting discussions.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
Appointments kept & reservations made
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
Professionalism, Customer Focus, Organization, Informing Others, Handles Pressure
Minimum of 2+ years of experience as an Executive Assistant reporting directly to senior management
Excellent knowledge of MS Office and office management software
BSc or equivalent in office administration or relevant field is preferred
Qualifications in secretarial studies will be an advantage