Executive Assistant

Responsible for supporting all aspects of the Managing Director work by planning, organising, and anticipating requirements well in advance to support the smooth running of the business and providing high-level administrative support to the executives .

BUSINESS AND FINANCIAL ACCOUNTABILITIES

• Update and control relevant budgets i.e Office expenses, stationery, etc

  Prepare, reconcile, and track individual expense recons and reimbursements

• Reconcile and arrange Petty cash reimbursements

  Invoices check/code and expedite for payment - apportion costs where required, to respective entities/departments/individuals

• Update financial schedules for Board inclusion with the Finance department
• Complete necessary Gifts and Hospitality forms for entertainment

CUSTOMER AND STAKEHOLDER ACCOUNTABILITIES

• Manage the Managing Director and Executive Director's diaries and schedule appointments (internal and external) and any other requests made from time to time.
• Schedule meetings/ Set up video conferencing/webinar/Webex/chorus calls with co-ordination of time variances and multiple locations to ensure successful trials before commencement.
• Answer and screen telephone calls and handle telephonic requests and queries
• Attend to customer complaints [those that insist on speaking to the Managing Director] and follow-up with calls to the relevant department and customer.
• Receive visitors from the Managing Director and make all arrangements for their participation in the meeting.
• Assist other Directors with work-related requests i.e. presentations/conferences etc.
• Maintain a database of all contact details with whom the Managing Directors have a relationship with.

FORMAL LEARNING REQUIREMENTS

• National Diploma in Office Management or equivalent
• Minimum of 5 years as a Personal Assistant
• IT Literacy
• Intermediate to advanced in MS Office packages
• Understanding of the use of technology and processes related to the position.
• An understanding of the statutory responsibilities of running an organization.
• Event Management