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Executive Assistant / Technical Specialist

EDMUND STEPHEN LIMITED

Admin & Office

Easy Apply
New
2 weeks ago

Job Summary

The Executive Assistant / Technical Specialist office of the CEO is a reliable, efficient, flexible, subtle who is responsible for the provision of efficient and effective office administration and executive support services to ensure the smooth running office of the CEO . It’s entails the holder serves as the life wire that creates order in the ever-busy world of an Executive.

  • Minimum Qualification : Degree
  • Experience Level : Mid level
  • Experience Length : 3 years

Job Description/Requirements

Responsibilities:

Executive Support & Administration/Office Management:

  • Provide daily executive and administrative support for C-level officers including managing communication; emails; information (filing, dispatching and documentation); visitors; itinerary; business meeting schedules etc., and generally ensuring the smooth running of the executive office.
  • Manage an extremely active calendar of appointments, compose and prepare correspondences that are mostly confidential, and arrange travel plans, and agendas.
  • Develop & link a communication matrix for managing the CEO time & ensure alignment with his calendar & schedule.
  • General management of the corporate head office.
  • General record-keeping duties.
  • Catalogue of all files and safekeeping of all official documents. 


Stakeholder Management

  • Engage key external & internal stakeholders and create effective relationships that align with the company’s strategy
  • Develop, manage and evaluate stakeholder engagement strategies/ plans to be in line with the company’s sales, marketing and communications strategy.
  • Liaise with key internal stakeholders across the company to identify and shape opportunities for engagement.
  • Work with key internal stakeholders across the company to identify and shape opportunities for engagement by maximizing the CEO’s activities and events


Business Performance & Operations Reporting

  • Receive, review and analyze monthly business performance reports of Departments, measure performance and escalate to the CEO where necessary.
  • Organize weekly Management Meetings, prepare and send out agenda, take down minutes of meetings and ensure implementation of key action points by timely follow-ups.
  • Receive and review all minutes of the weekly/monthly meetings of all Departments and bring important issues to the attention of Heads of Departments for action.
  • Keep track and evaluate direct reports on monthly/quarterly performance measurements of Sales, projects and escalate to CEO where necessary.
  • Receive, evaluate and review departments’ performance report analysis; follow up and escalate to the CEO where necessary.


Administration & Compliance Support

  • Coordinate and ensure timely renewal of all relevant regulatory registration documents, licenses, certificates, permits etc.
  • Maintain a database/log of all customers engaged by the Company; status update.


Project Management/ Support

  • Support and coordinate projects and initiatives for the executive office as assigned, engaging relevant stakeholders, tracking and reporting etc. for timely delivery and achievement of defined goals and objectives.
  • Organize, kick-off, close and schedule retrospective meetings between the Executive office and the project teams.


Commercial & Market Awareness

  • Understand general knowledge of business, business drivers, key performance indicators etc. to support business decision-making; problem-solving; prioritization; business and related analysis etc.
  • Monitor fundamental economic, industrial, international stocks, forex markets and developments indices by analyzing information obtained from financial publications and services, government agencies, Commodity Exchange, financial and cooperates markets.
  • Scan the internal and external environment of the company’s businesses and on opportunities that are critical to growth and sustainability.


Analytics, Reporting & Presentations

  • Analyze, and interpret data and information; distil insights to support decision-making and problem-solving; good use of MS Office Suite and relevant tools for reporting and presentations
  • Prepare and review business reports of projects, departments and other strategic projects; analyze their statuses and share with the CEO regularly.
  • Capture the CEO’S ideas in an articulated business presentation.
  • Assist the CEO in analysing competitors, in trade and cooperates market trends
  • Update and monitor innovations in the industry globally and locally (monthly report)
  • Competitors tracking both local and international markets (monthly report) 


Requirements:

  • Years of experience: 3 - 5 years
  • BSc degree in any discipline
  • MBA/ professional certification is important

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