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Executive Assistant To The Chairman/CEO At Phillips Consulting Limited.

Date Posted: 08/Nov/2013
Deadline: Not Specified

 

DESCRIPTION

Administration

  • Relieve boss of administrative detail
  • Provide secretariat support services to the Management Committee. Responsible for drawing up meeting agenda, recording minutes, and circulating minutes to management staff.
  • Effectively coordinate and manage all boss’s memberships of professional bodies and other organisations.
  • File statutory returns at relevant agencies
  • Actively develop and maintain working relationships across the organisation and with external stakeholders and participate in all corporate functions
  • Manage the boss’s driver, informing him of daily programme and monitoring car maintenance costs.
  • Engage in preliminary research as required
  • Complete projects and special assignments, determine priorities, manage time, gain cooperation of others, monitor progress, problem-solve, and make adjustments to plans.

Correspondence

  • Compose generic response and other correspondence for boss’s   signature
  • Administer incoming mail, email, and telephone contacts, prioritising actions, and identifying and undertaking related tasks proactively
  • Arrange essential mail in priority action order for boss
  • Daily review of all correspondence, digital or otherwise and reporting on actions taken

Communication

  • Handle all internal and external inquiries within your capacity
  • Handle social media interface and correspondence
  • Route phone calls elsewhere as needed
  • Do generic phone inquiries as needed

 Appointments/Meeting

  • Manage diary (official and social), coordinate and schedule appointments, meetings, and events (presentations, lectures, etc).
  • Ensure daily reconciliation of diaries

Confidentiality

  • Maintain confidentiality as required. Ensure discreet handling of all business and documentation including confidential correspondence

Visitors

  • Meet and greet visitors and guests; screen to control interruption
  • Arrange for tea/coffee etc. to be served

Travel

  • Arrange travel for both International and local flights and perform associated administration (cash advance, travel itineraries, travel files, arrange ground  transportation and accommodation

Data Management

  • Proper digital and physical filing of documents, papers, and presentations for easy retrieval
  • Familiarity with previous work and papers written for easy future reference and retrieval
  • Strong focus on keeping a comprehensive and solid database from cards and correspondence received and updating Outlook contacts

 Office Management

  • Ensure the CEO’s office is maintained at a world-class standard by focusing on cleanliness at all times
  • Keep fridge stocked always with relevant refreshments, snacks, beverages
  • Maintain first aid kit
  • Provide financial reconciliations—replenish petty cash for CEO’s office.

 

QUALIFICATIONS

Specifications

  • First degree in a relevant field from a reputable institution 
  • Minimum of 8 years experience as Executive/Personal Assistant to a chief executive in a medium sized organisation or similar employment

Skills/ Competences

  • Superior office management and organizing abilities
  • Strong problem solving skills
  • Excellent oral and written communication and highly developed interpersonal skills
  • Competent IT skills—good working knowledge of applicable software applications such as Microsoft Word, PowerPoint,  Outlook, and Excel
  • Team oriented and flexible and the able to stay calm under pressure
  • Ability to exercise judgment (initiative & proactive)
  • Able to maintain confidentiality
  • Have international exposure
  • Humble
  • Tough

 

BENEFITS

  • Competitive salary package and benefits;
  • Opportunities for ongoing learning and career development.
  • Networking opportunities

 

Method of Application

Interested and qualified? Click the Apply now button to send your application

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