Executive Assistant

Personal and Executive Assistant

Summary

Serves as an administrator with the responsibility of coordinating and supporting personal and corporate operations through maintaining systems and overseeing activities to ensure the smooth, efficiency of activities and processes in multiple lines of business.

Duties and Responsibilities

• Manage the Day to day administration, schedules, meeting diaries
• Manage multiple projects related to diverse lines of business, and personal interests
• Coordinates calendar, meetings, and travel arrangements
• Interacts professionally with all business stakeholders and support processes and activities to ensure the efficient completion of tasks and deadlines are met.
• Compile and analyze reports and documents for meetings
• Collaborate with stakeholders to ensure attendees are adequately prepared for meetings.
• Ability to manage multiple tasks simultaneously with timely follow-up, and meeting deadlines with shifting priorities.
• Provide daily updates and metrics reports
• Maintain office services by organizing operations and procedures to oversee the efficient delivery of correspondence and transportation of the executive team through the management of Drivers.
• Effectively and confidentially manage all related administrative functions including:
  • Taking and filtering phone calls
  • Scheduled calls, video conferences and meetings
  • Compiling and disseminating business and private correspondence
  • Compiling minutes and following up on required actions
  • Maintaining electronic and paper records management
  • Effectively execute petty cash functions
  • Submit any accounting / invoices for approval from Finance monthly
  • Assist in successfully implementing special programs
  • Ensure all activities align with standard business policies, procedures and applicable laws.

Qualifications

• Bachelor of Arts in Business Administration or related first degree.
• Minimum of five (5) years’ experience as a Personal/Executive Assistant

Knowledge/Skills /Capabilities

• High level of proficiency in Microsoft Office and Google Suite
• Tech-savvy with ability to use a variety of online tools such as online messenger applications, and project management applications
• Able to respond to issues with a systematic, problem-solving approach to anticipate and address challenges
• Results oriented and take on new opportunities with a sense of urgency, energy, and enthusiasm
• Ability to manage multiple tasks simultaneously with timely follow-up, and meeting deadlines with shifting priorities
• Effective at communicating in a variety of situations and with audiences at all levels
• Able to manage multiple and changing priorities effectively
• Flexible and able to work in a demanding & fast paced environment
• Must be possess a valid driver license and a dependable motor vehicle
• Customer focused, ale to get things done efficiently through active collaboration with stakeholders of all levels
• Excellent Customer Service techniques and approach to all tasks
• Trustworthy
• Discrete and highly confidential, able to handle business, personal, & family information with the highest level of confidence
• Professionalism in appearance and attitude and strong interpersonal skills
• Highly organized with a calm demeanour
• Able to adapt quickly, handle multiple tasks and prioritize effectively
• Self-motivated & confident
• Strong proofreading abilities and absolute attention to detail