Executive Assistant

Job Purpose

Reporting to the Chief Executive Officer, the Executive Assistant is responsible for performing and coordinating a wide variety of complex and confidential administrative and secretarial activities as required by the daily operations in the CEO’s office. The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the office of the Chief Executive Officer. 

Key Responsibilities Areas

Administrative 

• Completes a broad variety of administrative tasks for the CEO including managing an extremely active calendar of appointments; completing reports; composing and preparing correspondence that is sometimes confidential; arranging detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings. 
• Administrative reports prepared as directed 
• Plans, coordinates, and ensures the CEO's schedule is followed and respected.
• Provides a "gatekeeper" and "gateway" role, creating win-win situations for direct access to the CEO's time and office. 
• Researches, prioritizes, and follows up on incoming issues and concerns addressed to the CEO, including those of a sensitive or confidential nature to determine the appropriate course of action, referral, or response. 
• Researches and analyzes data and prepares draft reports on routine administrative matters or other informational or statistical materials as required
• Provides a bridge for smooth communication between the CEO's office and internal departments. 
• Demonstrates leadership to maintain credibility, trust and support with senior management staff. 
• Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the CEO's ability to effectively lead the Corporation. 
• Prioritizes conflicting needs; handles matter expeditiously, proactively, and follows-through on projects to a successful completion, often with deadline pressures. 
• Follow up assignments given to management staff by the CEO and provides status reports to the CEO. 
• Organizes and maintains various administrative reference and follow-up files of a confidential nature; purges files as requested or as dictated by retention policies
• Coordinates the flow of paperwork, including periodic and special reports between the Office of the CEO and the various departments 
• Arranges meetings, conferences and other events as directed by the CEO by notifying participants, making room reservation, and preparing agendas, presentation and required informational material. 
• Responds to requests, inquiries and complaints from organizations and the general public; refers persons to the relevant authorities when deemed necessary and follows through on the resolution of issues. 

Secretarial 

• Receives and screens calls and visitors to the CEO’s office; handles or refers to the appropriate authorities, matters that do not require the CEO’s attention.
• Accompanies the CEO to meetings from time to time and takes, transcribes, and distributes minutes. 
• Manages the CEO’s appointment diary including liaising with internal and external personnel as necessary. 
• Composes and types of correspondence independently for own signature or the signature of appropriate management staff and reviews finished materials for completeness, accuracy, format, compliance with policies and procedures and appropriate English usage. 

Required Skills & Competence

• High level of confidentiality, integrity and professionalism 
• Excellent human relations skills 
• Excellent written and oral communication skills 
• Good time management and organizing skills 
• Ability to handle multiple tasks and good analytical skills 
• Ability to maintain a realistic balance among multiple priorities 
• Ability to exercise good judgment and initiative 
• Sound knowledge of office practices, procedures and protocol 
• Good knowledge of the organization’s policies and operations 
• Working knowledge of relevant computer packages including spreadsheet, word processing, presentation, drawing and statistical software 

Minimum Required Qualification and Experience

• First Degree in Administrative Management or equivalent qualifications
• Three (3) years working experience in an administrative position
• Certified Professional Secretary Diploma would be an asset 

Please note that the title of the position MUST be included in the subject and only shortlisted applicants will be contacted.