About this role
- 1. JOB DETAILS: Position Title: Executive Assistant Reports to: Head of Function Function: 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