Executive Assistant

ESSENTIAL FUNCTIONS • Communication & Facilitation o Act as the point of contact between the executives and internal/external clients o Receive calls, take messages and route correspondence o Handle requests and queries o Maintain diary, arrange meetings and provide reminders, internal and exte ...

ESSENTIAL FUNCTIONS
• Communication & Facilitation
o Act as the point of contact between the executives and internal/external clients
o Receive calls, take messages and route correspondence
o Handle requests and queries
o Maintain diary, arrange meetings and provide reminders, internal and external
o Make travel arrangements, including accommodation
o Take dictation and minutes and accurately enter data
o Provide a bridge for smooth communication between the MD's office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff
o Work closely and effectively with the MD to keep him well informed of upcoming commitments and responsibilities, following up appropriately
o Prioritise conflicting needs; handle matters efficiently & proactively, and follow-up on projects to successful completion, often with deadline pressures
o Pre-meeting support to Senior Leadership team (SLT) to include, but not limited to, presentations, production of agenda and effective follow up of actions
o Filter mail to bring urgent items to SLT member’s attention. Respond or deal with items as appropriate on their behalf.
• Administrative
o Produce reports, presentations and briefs
o Develop and carry out an efficient documentation and filing system
o Research, prioritise, and follow up on incoming issues and concerns addressed to the MD, including those of a sensitive or confidential nature.
o Responsible for the management of the Receptionist / Facilities Officer.
o Organisation of workshops and meetings
o Effective management of filing systems – both electronic and paper.

EDUCATIONAL / SKILL / EXPERIENCE REQUIREMENTS
• Educational
o Degree holder; additional qualification as personal assistant will be an advantage.
• Skill & Experience
o Minimum experience of 3 years in this position
o Proven executive assistant experience at MD/board director level
o Outstanding telephone skills – experience of dealing tactfully with internal and external contacts at all levels
o Good understanding of the business structure, policies and procedures
o Experience of handling sensitive/confidential data/plans in a professional manner
o Excellent PC skills (MS Word, Excel, PowerPoint)
o Proficiency in English and French
o Exemplary planning and time management skills
o Up-to-date with advancements in office gadgets and applications
o Ability to multitask and prioritise daily workload
o High level verbal and written communications skills
o Discretion and confidentiality
o Proven track record of ability to juggle conflicting demands and priorities.