Executive Assistant

Our client, an organisation in the manufacturing sector is seeking to fill the position of Executive Assistant.

JOB SUMMARY

The incumbent is responsible for providing comprehensive professional support to the CEO, COO, Board of Directors, and Leadership Team as well as managing the CEO/COO’s office operations.

DUTIES & RESPONSIBILITIES

• Manage the day-to-day operations of the CEO & COO office.
• Maintain professionalism and strict confidentiality with sensitive materials, and exercise discretion when interfacing with the business and public.
• Manages executive schedules by diary, arrange meetings, sets agendas, makes appointments and provides reminders.
• Coordinates domestic and international travel arrangements and is responsible for maintaining a travel schedule for conferences etc. Arranges itinerary details and completes expense reports for travel.
• Provides “gatekeeper” and “gateway” role for direct access to the CEO and COO’s time and office.
• Reads and analyses submissions, letters, agendas, and memos, determining significance and thereafter routing to appropriate personnel in timely and efficient manner.
• Attends meetings to record minutes and action items as well as follow up on action items to ensure completion.
•  Screen, answer and make calls, receive messages and forward accordingly.
• On the advice of the COO prepares executive responses to routine memos, letters or correspondence.
• Communicates directly, and on behalf of the CEO and COO, with external stakeholders.
• Reviews and assists in securing signatures on Cheques, Purchase Orders, Vouchers, Wire transfers and other documents for each department. Ensures all errors are found and corrected before reaching the CEO and COO’s office.
• Develop and carry out an efficient documentation and filing system (hard copy and digital).
• Organise leadership team communications and plan events, both internally and offsite.
• Track & populate Digital Reports.
• Collect and analyse historical data to develop information and reports required by the CEO and COO.
• Assist in preparing key presentations & documents.
• Act as an office manager by keeping up with office supply inventory and manage keys for the CEO and COO’s office.
• Provide support as the direct liaison to CEO/COO in communicating key action items to Leadership team.
• Manages bookings for Conference Rooms.
• Prepare all COO/CEO Credit Card expense reports
• Assist in planning and organising company events, conferences, leadership workshops, events and activities.
• Provide hospitality to all guests and help to create a welcoming environment for key external stakeholder meetings onsite.
• Excellent communication and time management skills; proven ability to meet deadlines.

QUALIFICATIONS AND EXPERIENCE

• Bachelors in Management Studies.
• 2 – 3 years’ Experience in Administration.
• Proficient in Microsoft Office Suite – Outlook, Excel, PowerPoint, Word (Intermediate to Advance Level).
• Master’s Degree will be an asset.
• Must have a working vehicle.

We wish to thank all applicants for their interest, however, only those favourably considered will be contacted.