Executive Assistant to Managing Director
Reports to: Group Managing Director
Purpose of the position
Serve as Executive Assistant to the Group Managing Director & CEO and ensure the effective operation of the office. Provide administrative support to include management of Group MD’s calendar and scheduling; preparation of correspondence, material and travel arrangements; communication and coordination with other departments.
Responsibilities & duties
Efficient management of the Managing Directors calendar and schedules to make certain that identified priorities are addressed in a timely fashion, helping to ensure that use of MDs’ time is focused on critical, strategic issues. Perform routine accounting Task e.g. Control of posting process overseeing data entry
-Provide high-level administrative support by, handling information requests, preparation of minutes and summaries of actions to be taken, tracking of progress on planned issues and follow with department Directors; and performing clerical functions such as receiving visitors, telephone calls, arranging conference calls, and scheduling meetings. Make payment of staff claims to ensure that staff are compensated in accordance to the expenses incurred -Screen and coordinate communications, draft correspondences for the MDs’ signature, track and follow up on requests, identifying those of importance which require attention.
-Receive and filter incoming correspondences for MDs attention or route to concerned staff for further action, adherence to appropriate protocol and correspondence guidelines when communicating with internal and external stakeholders. Maintain a management document filing system.
-Internal communication: drafting staff circulars, general briefing notes, reports etc. Follow up with appropriate staff to ensure requests and correspondences are responded to on timely basis; establish tracking/feedback system to ensure issues are addressed and resolved.
-Ensure the MD is appropriately supported for trips; arrange travels, prepare itineraries, prepare and organize background materials in advance.
-Prepare MD expense reports for duty trips or other, reconcile the same with finance department on monthly basis. Manage office petty cash for office emergency expenses; also reconcile same on monthly basis.
Handle confidential matters or mail for the MD as requested, including direct interactions with Board Chairman and Board Directors, when need arises.
Proof read and edits Board papers to ensure the paper presentations are in standard form, and that information contained therein are as per specified quarter and not recurred. Follow up reminders to department Directors to submit reports within given time line.
Coordinate the use, repair or replacement of office equipment; this includes ordering of stationery stocks and ensuring that office facilities are running optimally.
-Prepare organization of regular and adhoc meetings, program requests for various inputs/actions and liaise with department Directors for timely receipt of relevant reports/feedback.
Departments’ Cost Center Reports
-Assist with company events, staff retreats or conference planning as needed.
Degree in Business or Public Administration,
Diploma in Secretarial
Work experience & skills
-Minimum Three (3) years job experience
-Minimum typing speed of 50 wpm.
-Able to take dictation(shorthand) with speed and accuracy -Proficient computer skills and in-depth knowledge of relevant Microsoft Office programs such as Word, Excel, PowerPoint etc
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