Executive Assistant

To coordinate the activities of the Office of the Managing Director and other Directors of the company by providing administrative, secretarial, and clerical support to ensure a high degree of professionalism, efficiency, and effectiveness.

Duties to be performed: 

1. Manages the Managing Director’s daily appointments, schedules and provides advance notice of all appointments, meetings, functions etc.
2. Organizes and schedules meetings including contacting participants when advised.
3. Provides administrative support to the Directors of the company as expected.
4. Develops and maintains a comprehensive filing system.
5. Types, formats, copies, distribute, files and retrieve correspondence, reports, and documents of a routine or confidential nature for the Managing Director and Directors.
6. Review, action, and distributes all correspondence for the Managing Director.
7. Ensures that all incoming and outgoing correspondences are properly recorded and prepares responses to correspondences as required.
8. Ensures that all invoices, quotations, bills etc. are sent to the Managing Director for approval before forwarding to the accounting team.
9. Follow-up on Accounts Receivables at due date and regularly thereafter.
10. Make and respond to phone calls, email and in person enquiries in a polite and professional manner and provide general information and referring enquiries to the Directors.
11. Relays information on behalf of the Managing Director and other Directors to all concerned parties.
12. Make travel arrangements for the Managing Director, Directors, staff, and any other persons as required.
13. Ensure completion of weekly timesheets by staff by the designated deadline.
14. Liaises with external agencies as required.
15. Maintains records regarding vacation and other leaves for staff.
16. Administers the Petty Cash facility.
17. Plans and coordinates all functions arranged by the company.
18. Assist with the updating of the company’s social media platforms.
19. Maintains a high degree of confidentiality, tact, and respect at all times.
20. Perform any other duties as required to successfully achieve the company’s objectives.