KEY AREAS OF ACCOUNTABILITY

• As the Executive Assistant, you will work closely with executives, handling various tasks to streamline their work and communications while delivering efficient secretarial and administrative support in a well-organized and timely manner.
• Manage scheduling for Executive Director, including agendas, mail, email, phone calls, client management, and other organization logistics.
• Provide administrative support for the Executive Director and liaise with the management team.
• Act as the administrative point of contact between the executives and internal/external clients.
• Manage and support calendar and contact database ensuring efficient relationship management.
• Undertaking the tasks of receiving calls, taking messages and routing correspondence.
• Draft and edit documents, presentations, and reports on behalf of the executive director, ensuring accuracy and alignment with organizational standards.
• Prepare meeting agendas, documentation, and briefing materials in advance, ensuring the executive director is well-prepared for all engagements.
• Represent the executive director at meetings, events, and conferences when required, conveying the director’s messages and maintaining a professional presence.
• Help coordinate and prepare for meetings, and accurately record minutes from meetings of the Board of Directors, Management, and its committees.
• Make travel arrangements for executives and keep track of their itineraries.
• Produce reports, presentations and briefs.
• Develop and carry out an efficient documentation and filing system.
• Research and conduct data to prepare documents for review and presentation by boards of directors, committees, and executives.
• Provide general administrative support.
• Manage schedules, plan meetings and prioritize traveling.
• Assist in budget tracking and financial management, including expense reporting and reconciliation related to the executive director’s activities.
• Handle sensitive information with utmost confidentiality, maintaining discretion and professionalism in all interactions and communications.

 

TEAM LEADERSHIP

• Managing the day-to-day activities of the Executive Director.
• Motivate team members to consistently achieve organizational goals.
• Developing and implementing a timeline to achieve targets.
• Foster internal and external relationships through effective networking.
• Conducting training for team members to maximize their potential.
• Identifying and empowering team members with skills to improve their confidence, product knowledge, and communication skills.
• Contribute to the growth of the company through the success of the team.
• Creating a pleasant working environment that inspires the team.
• Ensure the growth of the team through strategic initiatives.

 

QUALIFICATION AND EXPERIENCE

• Bachelor’s degree in Business Administration, or in a related field is required. A higher degree such as a Master’s in Business Administration or a relevant program management certification is an added advantage.
• 4+ years of professional experience in an administrative role reporting directly to upper management.
• Membership of a recognized professional body is an added advantage.
• Proven experience as an Executive Administrative Assistant, Senior Executive Assistant or in other secretarial positions.
• Excellent knowledge of MS Office Suites.
• Full comprehension of office management systems and procedures.

 

SKILL AND COMPETENCE

• Strategic thinker, data-driven and analytical in approach to solving problems.
• Versatile abilities and extreme dedication to efficient productivity.
• Excels at building relationships and networks; influences others to achieve outcomes.
• Exemplary planning and time management skills.
• Comfortable behind the stage, supporting the person in the spotlight; thrives on helping others be their best selves and anticipating their needs before they are spoken.
• Ability to work in a fast-paced environment, handle multiple projects simultaneously, and meet deadlines.
• Deeply loyal and a steel-trap with confidential information.
• Strong analytical and problem-solving skills; highly organized with concern for detail and a commitment to rigor.
• Strong time management skills and the ability to manage teams, departments, and projects simultaneously.
• Professionalism, empathy, and the ability to work as part of a team, maintain a sense of humor, and interact with a diverse array of people from all walks of life.
• Strong relationship, communication, and project management skills.

 

KEY PERFORMANCE INDICATOR

• Percentage of scheduled meetings and travel arrangements that are accurately coordinated and executed on time.
• Number of identified priorities aligned with the Executive Director’s vision and mission, with regular progress assessments.
• Successful coordination and documentation of Board meetings and management meetings with the Executive Director and management team.
• Percentage increase in meeting focus and productivity based on pre-defined objectives.
• Improvement in operational efficiency based on feedback from staff and executives.
• Recognition and positive feedback for upholding and embodying the company’s values and culture.
• Strengthening relationships with staff, measured through surveys or feedback mechanisms.