Executive Assistant

Ansa Coatings Ltd. seeks an Executive Assistant to provide high-level administrative support to the General Manager. This critical role ensures the GM’s productivity and overall operational efficiency.

Job Responsibilities

1. Calendar Management:
   • Prioritize and manage the General Manager's calendar, scheduling appointments, meetings, and events to ensure effective time management.
   • Prevent scheduling conflicts.
2. Communication:
   • Act as the primary point of contact between the General Manager and internal/external stakeholders.
   • Handle phone calls, emails, and correspondence with professionalism and confidentiality.
3. Travel Arrangements:
   • Arrange travel plans, accommodations, and itineraries for the General Manager.
   • Ensure travel logistics are smooth and efficient.
4. Document Management:
   • Prepare, edit, and proofread documents, reports, presentations, and other materials as needed.
   • Maintain organized records and files.
5. Meeting Support:
   • Assist in preparing meeting agendas, collating materials, and taking minutes during meetings.
   • Follow up on action items and deadlines.
6. Data Analysis:
   • Collect and analyze data to support decision-making processes, including market research, financial data, and industry trends.
7. Expense Management:
   • Manage and reconcile expense reports, ensuring accuracy and compliance with company policies.
8. Project Support:
   • Assist the General Manager in managing special projects, tracking progress, and coordinating efforts among team members.
9. General Office Support:
   • Handle general administrative tasks such as ordering office supplies, maintaining office equipment, and assisting with office logistics.
10. Meeting Preparation:
    • Prepare for weekly management meetings, including sending out meeting decks, requesting updates from managers, and taking minutes.
    • Ensure that materials are ready by the end of each Friday for review in preparation for the weekly management meeting on Monday.
11. Business Unit (BU) Support:
    • Assist in preparing BU meeting decks and coordinate inputs for action trackers.
    • Set meetings for the General Manager, coordinate with managers, and take minutes, including follow-up actions.
12. Visitor Coordination:
    • Manage and coordinate visits from external sector and head office visitors, organizing tours, board room meetings, and related activities.
13. Contract and Document Management:
    • Coordinate the signing off on contracts and letters through Adobe and ensure proper filing on One Drive.
14. Petty Cash and Expense Management:
    • Manage petty cash and expenses for Ansa Coatings Ltd. in the absence of finance personnel on site.
15. General Administration:
    • Assist the General Manager with various administrative tasks, including preparing letters, memos, and other documents for review.
16. Purchase Requisitions:
    • Prepare purchase requisitions as needed to support management activities and office operations.
17. Company Policy and Compliance:
    • Ensure strict adherence to company policies, codes, instructions, and local legislation where applicable.
18. Safety, Health, and Environment (SHE):
    • Accomplish and promote the Safety, Health, and Environment (SHE) policies established by the company.
19. Additional Duties:
    • Be prepared to take on any other additional duties required by the department, including supporting the programs, policies, and corporate/regional initiatives of the company.

Job Qualifications

• Bachelor's degree or equivalent administrative experience.
• Proven experience in a similar administrative role.
• Proficiency in office software and communication tools.
• Strong organizational and multitasking skills.
• Excellent communication and interpersonal abilities.
• Discretion and confidentiality in handling sensitive information.