Executive Assistant

JOB PURPOSE: 

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

KEY ACCOUNTABILITIES: 

• Provide a complete secretarial and administrative service to the SVP 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 SVP 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.
• Arrange meetings called by the SVP. Draft the topics of the agenda and prepare minutes of meetings as required. 
• Provide efficient personal assistance and correspondence support to SVP, 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 SVP and screen the requests to ensure effective prioritizing in order to facilitate business requirements as directed by the SVP. 
• Prepare and compile papers / documentation, including project and departmental related reports, 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 SVP and take appropriate action to handle the situation. Make routine telephone calls to follow up actions on behalf of the SVP as instructed and as per procedures.
• Assist the SVP 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 workflow processes and systems related to office administration to enable smooth running of the office in compliance with corporate guidelines.
• Perform other similar or related duties as required or assigned by the Line Manager.

MINIMUM QUALIFICATION:

• Bachelor’s Degree