Job Summary:
The Executive Assistant to the Director is responsible for providing high-level administrative support to the Director, handling information requests, performing clerical functions, preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings. The role demands discretion, excellent organizational skills, the ability to handle multiple tasks efficiently, and the ability to interact with staff at all levels in a fast-paced environment, sometimes under pressure, remaining flexible, proactive, resourceful, and efficient.
Key Responsibilities:
Administrative Support:
- Manage and maintain the Director's calendar, including scheduling appointments, meetings, and travel arrangements.
- Screen incoming calls, emails, and correspondence, and handle them appropriately.
- Prepare and edit correspondence, reports, presentations, and other documents as needed.
- Coordinate with internal and external stakeholders, including board members, senior executives, and clients.
Meeting Coordination:
- Organize and prepare for board meetings, executive team meetings, and other important events.
- Prepare agendas, take minutes, and distribute meeting materials.
- Ensure that all necessary documents and materials are available for meetings.
- Follow up on action items and ensure timely completion.
Travel Arrangements:
- Arrange complex and detailed travel plans, itineraries, and agendas.
- Prepare travel expense reports and ensure timely reimbursement.
Project Management:
- Assist in the coordination and execution of special projects and initiatives as directed by the Director.
- Track progress on key projects and provide updates to the Director.
- Liaise with various departments to ensure alignment with the Director's directives.
Confidentiality:
- Handle confidential information with the highest level of discretion.
- Maintain security and confidentiality of sensitive information.
Communication:
- Serve as the primary point of contact between the Director and internal/external stakeholders.
- Draft and proofread communications on behalf of the Director.
- Manage the flow of information to the Director, ensuring that they are informed of important developments.
Office Management:
- Oversee the organization and maintenance of the Director's office.
- Ensure the office is well-equipped and all supplies are readily available.
- Manage expense reports and budget tracking for the Director's office.
Relationship Management:
- Build and maintain relationships with key external stakeholders, including investors, clients, and partners.
- Act as a liaison between the Director and other departments within the organization.
Event Planning:
- Plan and coordinate corporate events, executive off-sites, and other special events.
Qualifications:
Education: Bachelor's degree in Business Administration, Communications, or related field preferred
Experience: Minimum of 5 years of experience in a similar role, preferably supporting C-level executives
Skills:
- Exceptional organizational and time-management skills.
- Strong written and verbal communication skills.
- Ability to prioritize tasks and manage multiple projects simultaneously.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
- High level of integrity and discretion in handling confidential information.
- Strong interpersonal skills and the ability to build relationships with stakeholders at all levels.
Job Types: Full-time, Permanent
Pay: 35,000.00 - 50,000.00 per month
Benefits:
- Cell phone reimbursement
- Commuter assistance
- Leave encashment
- Provident Fund
Schedule:
- Day shift
- Weekend availability
Experience:
- total work: 5 years (Required)
Work Location: In person
Application Deadline: 22/08/2024
Expected Start Date: 30/09/2024
