Executive Assistant - VP Marketing

Executive Assistant - VP Marketing & Opportunity Packaging

Executive Assistant – VP Marketing & Opportunity Packaging

Job Profile

The Executive Assistant provides administrative support for the Vice President and generally supports the activities of the departments within the Marketing & Opportunity Packaging Division.

Key Responsibilities

The incumbent is expected to perform a range of duties that are necessary to effectively support the office of the Vice President and the Division.  These include but are not limited to the following:

• Manage the calendar of the Vice President.
• Schedule appointments and ensure timely arrangements and preparation for meetings and other assignments.
• Ensure requisite documentation is secured and made available to the Vice President ahead of attendance at meetings
• Respond to queries and provide information to internal and external customers as required, including referral to other points in the Division or organisation as appropriate.
• Take minutes at meetings as required
• Draft, circulate and/or follow-up with division staff on action items.
• Ensure that management and/or staff Divisional meetings are convened based on agreed schedules
• Coordinate arrangements for local and overseas travel for the Division’s staff.
• Compile information and prepare performance reports for departments/division as required.
• Prepare presentations for Management Meetings. Collate support documentation as required.
• Coordinate logistics for workshops/seminars as required
• Receive and log documents sent to the office of the Vice President.  Route and track as appropriate. 
• Liaise between departments within and outside of the division to ensure effective dissemination of information as necessary.
• Draft briefs, letters or presentations as requested
• Store, catalogue and maintain department’s computerized and other filing systems and documents.
• Carry out administrative tasks as required to support departments within the Division.
• Maintain weekly attendance register for the division; prepare and submit attendance reports and requisite leave forms as required.
• Other duties as may be assigned by the Vice President

Qualifications, Experience and Key Competencies of the Preferred Candidate

• Degree in Business or equivalent qualification/training
• Certificate from a recognized institution in administrative or secretarial studies
• At least three (3) years related work experience
• Excellent administrative skills
• Excellent record management skills
• Superior report writing and minute taking skills
• Research skills
• Ability to interpret quantitative and qualitative data
• Ability to inspire confidence and manage relationships
• Ability to work on own initiative and manage time effectively
• Strong time management skills
• Excellent oral and written communication skills
• Working knowledge of the Microsoft suite of programmes

Qualified applicants are invited to submit letter and résumé by October 25, 2023 addressed to:

Manager, Human Resources