Executive Assistant

Purpose & Overall Relevance for the Organization :

To ensure that the Head of Department’s (HOD) administrational and operational tasks are being fulfilled in a professional and efficient manner.

Key Responsibilities :

• Manage the calendar, schedule meetings and, preparing agendas and assist the HOD in staying on track with the daily schedule.
• Responsible for travel arrangements and requirements, including obtaining visas respectively.
• Provides smooth communication between the HOD’s office and internal departments / directors, demonstrating leadership qualities in maintaining open and transparent communication and support to the Senior Leadership team.
• Assist HOD in meeting preparation and timely communication, both written and oral, with employees and external audiences. This may include drafting correspondence and preparing other required presentations / documentation with minimal supervision.
• Manage all incoming requests into the HOD’s office (via mail, phone or email), and making sure they are addressed.
• Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the HOD’s ability to lead effectively.
• Prioritizes conflicting needs, handles matters expeditiously, proactively and follows through on projects to successful completion often with tight deadlines.
• Discreet and confidential handling of sensitive company information.
• Work with internal audiences and HOD’s direct reports to ensure agendas and deadlines are met.
• Manage and oversee that all expenses and invoices are processed such as medical health reimbursements.
• Documenting minutes of Team meetings and other meetings as required.
• Responsible for arranging any HOD’s offsite meetings and other functions.
• Undertake special projects under the direction of the HOD and perform other duties as needed.
• Ad-hoc support with projects, activities and tasks as needed.

Knowledge, Skills and Abilities :

Requisite Education and Experience / Minimum Qualifications :