Executive Assistant

Job Description

JOB PURPOSE:

Provide full secretarial and administrative support to the Chief Representative Office in order to facilitate effective and smooth operations whilst maintaining confidentiality at all times and in accordance with organizational policies and procedures.

Key Accountabilities

Generic Accountability

• Provide a complete secretarial and administrative service to the Chief Representative Officer to facilitate the smooth functioning of the department / business unit processes and allow him / her to concentrate on mainstream activities.
• Observe confidentiality procedures and register and track accountable documentation to ensure security and control.
• Provide time management / diary service for the Chief Representative Officer to ensure they are able to attend all key meetings at the appointed times with all relevant documents needed for the meeting to facilitate achievement of business objectives.
• Manage the calendar and arrange meetings called by the Chief Representative Officer. Draft the topics of the agenda and prepare minutes of meetings as required.
• Provide efficient personal assistance and correspondence support to Chief Representative Officer, routing correspondence as necessary and taking initiative in drafting replies, where appropriate, to ensure that all communications are dealt with appropriately.
• Act as first point of contact for both internal and external parties who wish to contact or meet the Chief Representative Officer and screen the requests to ensure effective prioritizing in order to facilitate business requirements as directed by the Chief Representative Officer.
• Prepare and compile papers / documentation, including project and departmental related reports, research, presentations and documents, ensuring they are completed and prepared in time for meetings and discussions.
• Coordinate all arrangements for visiting delegations ensuring timely availability of all required logistical services, visas etc. to achieve customer satisfaction.
• Screen and respond to incoming calls for the Chief Representative Officer and take appropriate action to handle the situation. Make routine telephone calls to follow up actions on behalf of the Chief Representative Officer as instructed and as per procedures.
• Assist the Chief Representative Officer in preparation of public relations activities/initiatives. Participates/ takes lead in the organization and coordination of public and private events and functions ensuring adherence to corporate brand values and guidelines.
• Review, develop and improve on establish work-flow processes and systems related to office administration to enable smooth running of the office in compliance with corporate guidelines.
• Manage the Branch’s resources, supplies, and equipment.
• Act as liaison with the Group’s HR Function where required.
• Manage confidential employee records and documentation.
• Support the recruitment, onboarding, and resignation processes.
• Maintain updated records of the local labour law and oversee regulatory compliance.
• Enhance the Chief Representative Officer’s visibility within the business community through proactive management of social media platforms, draft social media posts, and liaise with Group Communication & Externa Relations.
• Develop and implement strategies to increase engagement and network, including content creation, profiling, and interaction with banking industry community as well as top Government officials and business leaders.
• Perform other similar or related duties as required or assigned by the Line Manager.