Executive Office Assistant

Job Purpose

We are seeking a highly organized and proactive Executive Assistant to support our executive team. The Executive Assistant will provide high-level administrative support by managing schedules, coordinating meetings, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings.

Key Accountabilities and Outputs

Calendar Management:

Manage and maintain executives' schedules, including scheduling appointments, meetings, and travel arrangements.
Coordinate and prioritize appointments and meetings with internal and external stakeholders.

Communication Management:

Act as the primary point of contact for internal and external stakeholders on matters pertaining to the executives.
Screen and direct phone calls and distribute correspondence.
Handle requests and queries appropriately.

Meeting Coordination:

Prepare agendas and take minutes during meetings.
Coordinate decks for the Senior Management Review and Planning and Control meeting
Coordinate logistics and materials for meetings and conferences.
Follow up on action items and decisions made during meetings.

Administrative Support:

Prepare and edit correspondence, communications, presentations, and other documents.
File and retrieve documents and reference materials.
Conduct research and collect data to prepare reports and documents.
Reconciliation of the Executive Team`s monthly credit card statements.

Travel Coordination:

Arrange complex and detailed travel plans, itineraries, and agendas.
Compile documents for travel-related meetings.

Office Management:

Maintain office supplies inventory and anticipate office needs.
Assist in the onboarding of new staff members.
Coordinate office maintenance and repairs.

Project Support:

Assist executives with project planning and coordination.
Track project deadlines and deliverables.

Qualifications and Experience

Bachelors degree preferred.
Previous experience in a similar role supporting senior management.
Familiarity with basic accounting principles and practices.
Own transport and drivers license required.
SAP

Key Qualities

Personal Attributes:

High level of integrity and confidentiality.
Strong interpersonal skills and ability to build relationships with stakeholders.
Excellent time management skills and ability to multitask and prioritize work.
Detail-oriented and able to work with a high degree of accuracy.

Working Conditions:

This position typically operates in an office environment.
Extended hours and occasional weekend work may be required.

Salary and Benefits:

Competitive salary based on experience and qualifications.
Comprehensive benefits package including health insurance, retirement plan, and annual leave.

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