About this role
1. JOB DETAILS:
Position Title:
Executive Assistant
Reports to:
Head of Function
Function:
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2. JOB PURPOSE:
To provide complete administrative and secretarial support to the respective function Head by acting confidentially, promptly and
3. JOB DIMENSIONS:
Number of Staff Supervised:
Direct Reports:
-
Total:
-
4. KEY ACCOUNTABILITIES:
Description
General Secretarial
- Route callers and correspondence as necessary and assist in drafting and finalising replies where appropriate to ensure that all matters are dealt with efficiently and effectively
- Handle incoming and outgoing departmental mail – postal and courier - and maintains appropriate logs.
- Manage incoming documents for signatures through Docusign. Ensuring right entities are used in each document.
- Co-ordinate with PRO/ admin department for any attestation / legalization of documents that come by.
- Make all necessary arrangements for the holding of internal department meetings and attend occasionally if required, as secretary to record proceedings.
- Covering and taking responsibilities from other Secretaries on Leave.
- Register for important conferences and seminars for managers to attend.
- Assist guest team members when visiting other offices.
- Assist with document management (converting, formatting, printing and scanning) and records.
Travel Arrangements
- Make travel arrangements in a time-effective way, including visa, booking itineraries, venues for meetings, hotels, rent a car, etc.
- Flexibly reschedule and rearrange travel and or accommodation in case of changes in itinerary or plans.
- Coordinate with other secretaries when employees from different departments are traveling together.
- Check and verify billing statements with respect to travel and related arrangements made and makes sure that the claims are getting paid on time
Procurement Tasks
- Check and verify billing statements in respect of travel and related arrangements made and make sure that the invoices are getting paid on time.
- Support on getting functional contract agreements through the right procurement process by working collaboratively with the SC team in ensuring timely vendor registration and contract signature.
- Perform timely submissions of PR and POs relating to client invoicing and ensuring payment is done accurately and on time.
EA specific tasks
- Provide a time management/diary service for the manager to ensure he is able to attend all key meetings according to planned schedule and assists in optimising his use of time.
- Support in developing Power point presentations, excel sheet trackers and any other required (MS office support)t tasks as and when needed.
- Monitor effectiveness of office administrative processes and recommends improvements where needed.
- Manage signatures and Docusign on behalf of line manager.
- Establish and maintain records and filing system for incoming and outcoming communication and letters and ensure confidentiality procedures to ensure appropriate level of security and control.
- Plan and support the functional event management and organization working closely with the events team by being the point of contact on behalf of the function to ensure a smooth and successful event.
- Schedule and coordinate internal meetings including booking conference rooms and facilities, plan and arrange venues, coordinate with participants, and send reminders and follow-up messages to the participants to ensure smooth and efficient event management.
- Performs other related ad-hoc duties or related assignments as directed
5. FRAMEWORKS, BOUNDARIES, & DECISION MAKING AUTHORITY:
Works according to specific instructions, guidelines and accepted secretarial standards
Exercises financial Authority at the level established by Management for this position
6. QUALIFICATIONS, EXPERIENCE, & SKILLS:
Minimum Qualifications
- Completion of Secondary School with a secretarial certification.
- Bachelor’s Degree is highly preferred.
Minimum Experience
- 8-10 years of overall experience with 3-5 years as high level executive assistant supporting Senior executives.
Job-Specific Skills
- Good knowledge of Microsoft Office – Word, Excel, PowerPoint - and other computer applications; Good knowledge of English
- Multi-tasking and prioritization skills along with the ability to handle multiple demands
- High level of professionalism, discretion and confidentiality
- Team Player and collaborator