This role will be providing the CEO’s Office with high-level, confidential and administrative support. Scheduling and ensuring adequate preparation for meetings. It is also the EA’s responsibility to ensure the CEO is briefed on his daily schedule to ensure he arrives on time and knows where to be at any given time. Confidentiality MUST be key and as such requires diplomacy and discretion. Secretarial, administrative and project-based support is highly required in scheduling travel, arranging meetings, handling information requests, preparing reports and
correspondence and liaising with board members.
SPECIFIC DUTIES AND RESPONSIBILITIES
Supervision of day to day operations of the Office and attendant subordinates
Arrange meetings and write reports on actions to be taken thereon
Manage Schedules and deadlines including the generation of documents and their circulation
Monitor office supplies and replacement ensuring stock of office supplies are available
Ensure a safe, secure and well maintained healthy work environment
Manage the maintenance and repair of office equipment, machinery, electrical and mechanical systems
Complex diary management, both business and personal, for the CEO creating detailed travel itineraries
Extensive and efficient email correspondence
Process CEO’s correspondence, ensuring that incoming correspondence is dealt with by the CEO/or on behalf of the CEO, or other staff as appropriate.
Maintain CEO’s office systems, including data management and filing.
Maintain records of CEO’s contacts.
Assist CEO in researching and following up with action on matters which fall within the
CEO’s responsibility – chasing responses, triggering follow-up action.
Liaising with Company Secretary – covering the scheduling of board meetings, their logistics, sending materials for review prior to the meetings, taking and distributing notes and minutes and fielding general queries from board members.
Handling confidential matters with discretion.
Produce documents, briefing papers, reports and presentations for the CEO.
Overseeing the creation of contracts, client packs and other documents, comprising their
formatting, printing, binding and distribution to relevant parties.
EDUCATION AND EXPERIENCE
First degree in a relevant field is desirable or a Diploma may be acceptable with demonstrable and proven experience in a similar role.
Five (5) years plus supporting Senior Managers and Executive Personnel is a plus.
Minimum of Two (2) years’ working experience in a similar role
Good communication and interpersonal skills
Good understanding of the modern Administration and Management principles, systems and trends.
High level skills in the usage of Microsoft Offices.
Good verbal and written skills.
Excellent organizational skills and ability to multi-task.
Excellent customer service skills.
Good in research and analytical skills.
Desired skills and personal attributes
Exceptional interpersonal and communication skills, to enable professional interaction with a wide range of contacts
Ability to organize and plan own work as well as manage upwards
A flexible, pro-active approach to work including the ability to prioritise and re-prioritise.
High level of professionalism with the ability to be proactive and work on their own initiative
Ability to deal with sensitive information with discretion and to maintain confidentiality.
Excellent attention to detail, with the ability to maintain a high level of accuracy.
Must have a high level of integrity.
Must exhibit strong ethical values.
Excellent leadership, particularly demonstrating outstanding ability to motivate teams to achieve business results, decisive, and influencing skills.
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