Executive Assistant

Responsibilities:

• Accurate filling of all paper and electronic files and records including official documents, publications, manuals etc.
• Owning and managing administrative tasks for the Partners
• Ensuring Partners monthly phone bills are paid
• Drafting, editing and formatting documents, reports and presentations for the Partners
• Assessing the priority of incoming and outgoing material to ensure the Partners receives accurate and relevant information in a timely and often urgent basis
• Updating and managing appointments and calendar, agendas, meetings (including virtual) and interactive activities for the Partner
• Ensuring that activities/meetings commence and end on time.
• Coordinating the logistical aspects of meetings and events with task owners and bringing together appropriate people and resources to support the Partners agenda
• Arranging and managing local and international travel itinerary, visas, agenda and logistics.
• Retiring expenses of the Partners to the financial control unit
• Representing the Partners by welcoming visitors/guests, organizing dinners, Board meetings and other corporate functions
• Receive incoming calls and in-persons inquiries from clients and colleagues; coordinating responses to questions and meeting requests directed to the Partners
• Assisting the Partners with private and personal errands, and logistics planning
• Coordinating with the private staff of the Partners to facilitate the effective delivery of their set deliverables
• International procurement of seasonal corporate branding materials for the firm
• Providing general administrative support to Partners unit members.
• Managing Partners’ projects and conducting their research.

Requirements:

• First degree in any field
• At least 4 years in a similar role in a corporate institution
  
• At least 4 years in a similar role in a fast-paced service organization
• Must have a verifiable commendation from at least one place of working experience

License & Certification 

• Certifications in Secretarial and business communication
• Other relevant certifications

Skills:

These are the skills required to enable this individual excel in this role

• Excellent communication skills
• Adept at using all the technological tools required to excel at the job - (secretariat apps, MS Office Expert, Skills in Social Media and Tech) 
• Outstanding organizational skills - (master the calendar, prioritize, document and systemize processes & procedures, look for efficient money saving processes/options)
• Excellent Problem Analysis and solving skills
• Excellent Project Management Skills
• Adept at displaying grace under pressure
• Business communication skills
• Knowledge of office equipment
• Presentation skills
• Time management skills
• Team management
• Leadership
• Ticketing and Hotel Reservations
• General clerical work (filing & record keeping) 
• Maintaining the ambiance of the Executives offices 
• Attention to detail 

Attitudes:

This involves the attitude, behavior and values the employee is expected to possess

• Adherence to company culture
• Respectful communication
• High Level of Confidentiality
• Integrity
• Great Team player and the willingness to go the extra mile - (dependability and reliability)
• Professionalism, Collaboration with the boss and sound judgement - (confidentiality, anticipate the Boss's needs, personalize expert delivery to the Boss)
• Great interpersonal skills
• Service oriented mindset
• Punctuality - (in resuming at the office, turning in tasks assigned and providing feedback)