Executive Assistant

The Executive Assistant is responsible for providing high-level administrative, coordination and strategic support to the organization’s Head of Entity, ensuring the efficient flow of information, correspondence and decision-making across the organization.

Applications are invited from suitably qualified persons to fill the position of                                       

Executive Assistant (Contract)

The Executive Assistant is responsible for providing high-level administrative, coordination and strategic support to the organization’s Head of Entity, ensuring the efficient flow of information, correspondence and decision-making across the organization.

Other Duties and Responsibilities Include:

• Preparing correspondence from general instructions and collating data to facilitate the preparation of reports by executives;

• Analysing telephone and in-person enquiries using good judgement and discretion to respond or act in matters not requiring the direct input of the Head of Entity;

• Ensuring that all critical information that may impact on the entity’s decision-making process is reported to the Head of Entity in a timely manner;

• Reviewing correspondence, memoranda and reports prepared for the Head of Entity’s signature to ensure accuracy;

• Overseeing the processing of correspondence and follow up to ensure action is   taken and that all matters are finalized;

• Ensuring the efficient Management of an Appointment Calendar and that meetings are properly scheduled;

• Ensuring that meetings are well coordinated and that minutes and agendas are prepared and circulated in time to facilitate adequate preparation by participants;

• Ensuring that an efficient system for recording the movement of correspondences is instituted and that records and files are up to date and maintained according to established protocol;

• Coordinating travel and hotel arrangements;

• Functioning as a liaison for the Head of Entity’s office and resolving issues of a non- technical nature routed to the office for attention while keeping the Head of Entity informed.

 Ideally, the successful applicant should possess:

• First degree in Management Studies, Communication, English or an equivalent discipline from a recognized institution;
• Certified Administrative Professional (CAP) credentials;
• A minimum of four (4) years’ experience in a similar capacity, providing high-level administrative support to senior executives or executive offices;
• Strong knowledge of Record keeping and file maintenance;
• Sound knowledge of Microsoft Office Suite;
• Ability to communicate effectively, both orally and in writing;
• Capacity to work independently and exercise sound judgement in the absence of specific instructions;
• Exceptional organisational and planning skills;
• Excellent human relations and time management skills;
• High level of confidentiality.