Vacancy - Executive Personal Assistant

BACKGROUND

This is a new role following a review of the work of Head Office. The Executive Office comprises the CEOs’ Office .

PURPOSE

To provide an efficient and responsive administrative, organizational, and logistical service to the Chief Executive Officer, helping him to manage and prioritize his time.

MAIN RESPONSIBILITIES/KEY DUTIES

• Manage and maintain the CEO’s diary.

• Filter messages, highlight urgent correspondence and print if necessary.

• Ensure busy diary commitments, papers, and travel arrangements are managed effectively including producing a daily folder with diary, necessary papers and troubleshooting problems.

• Conduct weekly diary meetings with the CEO to discuss upcoming engagements, invitations and other requests.

• Schedule on behalf of the CEO meetings between him and his direct reports and the departments.

• Coordinate travel and accommodation requirements in connection with others and ensure arrangements in place for the CEO match his requirements.

• Filter general information, queries, phone calls and invitations to the CEO by redirecting or taking forward such contact as appropriate.

• Manage the process of calling for briefing on behalf of the CEO from start to finish to ensure that he is fully prepared for all engagements.

• Keep and maintain an accurate record of papers and electronic correspondence on behalf of the CEO.

• Prepare correspondence on behalf of the CEO, including the drafting of general replies approved by him.

• Minute general meetings as required and complete research on behalf of the CEO.

• Keep and retrieve files.

• Ensure guests meeting with the CEO are well taken care of.

• Provide a service that is in line with the CEO’s work habits and preferences.

PERSON SPECIFICATION - Qualifications, Experience, Knowledge & Skills

EXPERIENCE:

• Demonstrable experience in an administration/executive assistant/PA role in a highly pressurised environment requiring tact, judgment and discretion in handling internal and external contacts.

• Experience of diary management/researching and booking of travel and accommodation.

• Experience of successfully working with senior management .

KNOWLEDGE:

• Must be proficient with Microsoft office. This may be tested during the selection process.

• Expert level in the use of Outlook.

• Intermediate level in the use of Word, Excel and PowerPoint.

SKILLS (ALL ESSENTIAL):

• Excellent organisational skills, ability to multi-task and organise others.

• Excellent oral and written communication skills and ability to professionally represent the CEO’s office.

• Ability to work under pressure and be flexible as part of a small team.

• Attention to detail and deadlines.

• Ability to filter information and assess priorities.

• Ability to develop and maintain good working relationships at all levels, including during difficult or challenging circumstances.

• Ability to prioritise and manage own workload amid conflicting demands and busy work periods.

• Ability to think ahead and anticipate needs before they arise.

• Ability to exercise discretion in dealing with confidential or sensitive matters.

• Confident and able to work on own initiative and with limited supervision.

OTHER JOB REQUIREMENTS

The position holder will fulfill a specific job but be expected to develop a good understanding of the roles within the company and around the CEO, and be able to confidently and competently cover for team members when they are absent. The position holder may be asked to assist secretaries with queries, administration and agenda management.

When the CEO is absent, the position holder will be expected to use any down-time to explore and implement improvements to the way the CEO’s office is managed.

The position holder should expect that on occasion, they will be required to work flexibly with the CEO and on occasion a longer than normal day. In addition the position holder may be contacted by the CEO out of normal office hours to deal with unexpected events.

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 at least 5years experience as a personal assistant or equivalent combination of education and experience. Should have knowledge of the basic principles of business management.

Submit your CVs to [email protected] on or before 14th July 2012 and specify Job title.