Personal Assistant – ()
Description
Role Purpose
Reporting to the respective Departmental Head, the Executive Assistant will assist to provide efficient, responsive and excellent administrative organizational and logistical service in order to provide a conducive environment to enable the department to meet its goals.
Job Responsibilities
· Have daily diary meetings with line manager to discuss upcoming engagements and invitations, booking of meetings appropriately as per Line Managers’ availability and schedule Meetings between the Line Manager and the direct reports.
· Timely and appropriate booking of travel and accommodation for Line Manager’s trips as well as coordinating and handle professional travel logistics for the team.
· Liaise with relevant individuals, external organizations: to arrange meetings, prepare agendas and draft minutes of all meetings.
· Plan, organize and manage own workload and that of the Department to ensure that all the reports are processed and submitted in a timely and accurate manner.
· Ensure that all calls to the Line Manager are effectively and efficiently handled.
· Preparing e-mails, letters, memos for the Line Manager’s validation, sorting and reviewing incoming mail for the department and distributing to the team.
· Maintain a comprehensive filing system -Ensure that all documents in the Line Manager’s office are well filed and confidentially maintained.
· Ensure that all the visitors to the Line Manager’s office are well handled and assisted.
· Collect and open mail addressed to the supervisor.
· Tabulate and retrieve official expenditures and claims.
· Prepare PowerPoint presentations and reports as per the request.
· Liaise with managers in Head Office and opcos, and / or with partners / vendors to ensure timely production of documents and reports as requested by the supervisor.
· Attend functional meetings and document key information and decisions as and when required.
· Analyze basic information in response to queries from the department.
· Handle procurement for the department-stationery, office tools, ordering business cards.
Qualifications
Qualifications and Experience
· Bachelor’s degree in relevant field eg business administration.
· Diploma in Secretarial Studies, Management/Leadership/Communication will be an added advantage.
· At least 3-year experience as an Executive Assistant or Secretary in an administrative role in a senior or executive management role.
· Excellent written and oral communication skills.
· Excellent word processing and IT skills, including knowledge and proficiency to at least intermediate levels in a range of office software, including Microsoft Word, Excel, PowerPoint, and Outlook.
Knowledge and Experience Required
· At least 3-year experience as an Executive Assistant or Secretary in an administrative role in a senior or executive management role.
· Excellent written and oral communication skills.
· Excellent word processing and IT skills, including knowledge and proficiency to at least intermediate levels in a range of office software, including Microsoft Word, Excel, PowerPoint, and Outlook.
