Executive Asistant to the CEO of a manufacturing firm

BACKGROUNDThis is a new role following areview of the work of Head Office. The Executive Office comprises the CEOs’ Office .PURPOSETo provide an efficient andresponsive administrative, organizational, and logistical service to the ChiefExecutive Officer, helping him to manage and prioritize his time. MAINRESPONSIBILITIES/KEY DUTIES • Manage and maintain the CEO’sdiary. • Filter messages, highlight urgentcorrespondence and print if necessary. • Ensure busy diary commitments,papers, and travel arrangements are managed effectively including producing adaily folder with diary, necessary papers and troubleshooting problems. • Conduct weekly diary meetings withthe CEO to discuss upcoming engagements, invitations and other requests. • Schedule on behalf of the CEOmeetings between him and his direct reports and the departments. • Coordinate travel andaccommodation requirements in connection with others and ensure arrangements inplace for the CEO match his requirements. • Filter general information,queries, phone calls and invitations to the CEO by redirecting or taking forwardsuch contact as appropriate. • Manage the process of calling forbriefing on behalf of the CEO from start to finish to ensure that he is fullyprepared for all engagements. • Keep and maintain an accuraterecord of papers and electronic correspondence on behalf of the CEO. • Prepare correspondence on behalfof the CEO, including the drafting of general replies approved by him. • Minute general meetings asrequired and complete research on behalf of the CEO. • Keep and retrieve files. • Ensure guests meeting with the CEOare well taken care of. • Provide a service that is in linewith the CEO’s work habits and preferences. PERSONSPECIFICATION -Qualifications, Experience, Knowledge & Skills EXPERIENCE:• Demonstrable experience in anadministration/executive assistant/PA role in a highly pressurised environmentrequiring tact, judgment and discretion in handling internal and externalcontacts. • Experience of diarymanagement/researching and booking of travel and accommodation. • Experience of successfully workingwith senior management . KNOWLEDGE:• Must be proficient with Microsoftoffice. This may be tested during the selection process. • Expert level in the use ofOutlook. • Intermediate level in the use ofWord, Excel and PowerPoint. SKILLS(ALL ESSENTIAL): • Excellent organisational skills,ability to multi-task and organise others. • Excellent oral and writtencommunication skills and ability to professionally represent the CEO’s office. • Ability to work under pressure andbe flexible as part of a small team. • Attention to detail and deadlines.• Ability to filter information andassess priorities. • Ability to develop and maintaingood working relationships at all levels, including during difficult orchallenging circumstances. • Ability to prioritise and manageown workload amid conflicting demands and busy work periods. • Ability to think ahead andanticipate needs before they arise. • Ability to exercise discretion indealing with confidential or sensitive matters. • Confident and able to work on owninitiative and with limited supervision. OTHER JOB REQUIREMENTS The position holder will fulfill aspecific job but be expected to develop a good understanding of the roleswithin the company and around the CEO, and be able to confidently andcompetently cover for team members when they are absent. The position holdermay be asked to assist secretaries with queries, administration and agendamanagement. When the CEO is absent, the positionholder will be expected to use any down-time to explore and implementimprovements to the way the CEO’s office is managed. The position holder should expectthat on occasion, they will be required to work flexibly with the CEO and onoccasion a longer than normal day. In addition the position holder may becontacted by the CEO out of normal office hours to deal with unexpectedevents. Must be ready to travel at anytime,have a valid international passport and a valid driver’s license.EXPERIENCE/EDUCATION• Bsc in Business Administration or any relevant social sciences with atleast 4years experience as a personal assistant or equivalent combination of education and experience. Should haveknowledge of the basic principles of business management..