ROLE SUMMARY

The Executive Assistant will provide executive support services to the director Technology. He/she will be the director’s right-hand person, enabling him to advance company initiatives and achieve goals of the director's office. He/she will filter and attend to the day-to-day functions that are part of the director’s diary so he can focus on the high-level leadership and strategy functions.

RESPONSIBILITIES

Manage executive communication

• Responding to internal and external requests on behalf of the Director


• Draft, review and send communications on behalf of the Director


• Schedule departmental and leadership meetings; prepare and distribute meeting agendas and materials.

Manage the director’s diary

• Schedule and coordinate appointments and meetings and take minutes of the meetings.


• Responsible for organizing and managing the Director’s diary


• Regular checking of incoming/outgoing emails, appraising the director of urgent requests and following up to ensure closure of outstanding matters within set timelines.


• Keep the Director informed of time-sensitive and priority issues, ensuring appropriate follow-up.


• Handling local and international correspondence, including coordinating the dispatch and delivery of personal shipments and parcels.


• Preparing reports, presentations, and documentation for meetings and appointments and delivering the documents to the intended audience.


•  Maintain confidential and sensitive information.

Administrative Support

• Coordinating travel arrangements, flight bookings, accommodation, and other logistical arrangements for the director and his guests.


• Prepare, reconcile, and submit director’s expense reports.


• Developing and maintaining a seamless electronic records management system.


• Assist with other ad-hoc administrative and project requirements as needed, including research and analysis.


• Coordinate internal communication and documentation with different business leaders


• Perform any other relevant duties assigned.

Requirements

• A bachelor’s degree or equivalent


• 5+ years working experience in a similar role handling executive management in a busy office, preferably in a Technology company


• Experience working as virtual assistant would be an added advantage


• Use of collaborative tools such as Jira, teams, Monday.com, slack, confluence etc


• Must be Tech savvy and good working knowledge of Ms Office.


• Must have high levels of emotional intelligence


• Strategic thinking: able to understand intuitively how to analyse critical factors that will influence the long-term success of the organisation.


• Professional discretion: demonstrable ability to be discrete and confident whilst maintaining professionalism in all business dealings. Must demonstrate integrity and reliability.


• Organisational skills: the capacity to prioritise tasks and projects effectively.


• Proactive and ability to anticipate needs


• Must have project management skills to be able to manage director’s projects


• Management of meetings - effectively pre-meeting arrangements to ensure meeting effectiveness


• Event planning: Ability and skills to plan and execute different executive events as may be required by the Director


• Ability to management up - must be adept at managing up to strategically coordinate schedules, projects, meeting etc ensuring the Director focuses on his highest leverage work.


• Ability to build strong relationships with key stakeholders.


• Smart multi-tasking; great organizational and time management skills.


• Mature, personable, self-confident and self-driven


• Excellent interpersonal skills as well as written and oral communication skills.


• Great attention to detail and must possess analytical skills


• A self-starter who is highly adaptable to changing environments


• Flexibility, determination, enthusiasm, and the ability to cope under pressure.