AddressJob title: Executive Assistant
Reporting to: Managing Director
Purpose of the position: As an Executive Assistant, you will provide high-level administrative support to one or more executives or senior management personnel within an organization. Your role is essential in facilitating smooth operations, managing schedules, coordinating communications, and handling various administrative tasks to ensure the efficiency and effectiveness of executive functions.
Key Responsibilities and Duties:
Calendar Management:
- Manage and prioritize the executive's calendar, scheduling meetings, appointments, and events.
- Coordinate with internal and external stakeholders to arrange logistics, confirm attendance, and resolve scheduling conflicts.
- Anticipate and prepare materials, agendas, and briefing documents for upcoming meetings and engagements.
Communication Management:
- Serve as the primary point of contact for internal and external communications on behalf of the executive, screening and directing inquiries as appropriate.
- Draft and proofread emails, correspondence, reports, and presentations with accuracy and attention to detail.
- Facilitate effective communication flow between the executive and various departments, teams, clients, and partners.
Administrative Support:
- Manage administrative tasks such as filing, record-keeping, data entry, and expense tracking with confidentiality and discretion.
- Organize and maintain electronic and physical files, documents, and records, ensuring accessibility and accuracy.
- Handle ad hoc projects, research assignments, and special tasks as assigned by the executive, demonstrating flexibility and resourcefulness.
Relationship Management:
- Cultivate and maintain positive relationships with key stakeholders, including executives, colleagues, clients, vendors, and partners.
- Coordinate meetings, events, and networking opportunities to foster connections and support the executive's professional relationships.
- Act as a liaison between the executive and internal/external parties, representing their interests and ensuring timely follow-up on action items.
Travel Coordination:
- Arrange complex travel itineraries, including flights, accommodations, ground transportation, and visas, ensuring cost-effectiveness and adherence to preferences and schedules.
- Prepare travel agendas, documentation, and expense reports, and provide logistical support during travel as needed.
Academic and Qualifications Work Experience and skills.
- Proven experience as an Executive Assistant or similar role, preferably supporting executives or senior management.
- Excellent organizational skills, with the ability to prioritize tasks, manage multiple projects, and meet deadlines in a fast-paced environment.
- Strong interpersonal and communication skills, both verbal and written, with a professional and diplomatic demeanor.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software/tools.
- Discretion and confidentiality in handling sensitive information and communications.
- Adaptability and resilience to changing priorities and dynamic work environments.
- Drivers Licence.
Applications close 29 May, 2024
