Job vacancy Executive Assistant

Our client in the POS area is currently recruiting for an Executive Assistant for the office of the CEO.

Job Summary:
The Executive Assistant is responsible for providing efficient, proactive and highly confidential project and administrative support to the Chief Executive Officer and to facilitate the effective management of the CEO’s office and any other department as required.


Job Requirements :

• Effectively and efficiently manage the CEO’s calendar by scheduling and confirming meetings and appointments and prioritizing where appropriate; keep CEO informed of all upcoming commitments and follow-up when necessary;
• Prepare reports and presentations for the CEO on a weekly, monthly, quarterly or ad-hoc basis as required;
• Conduct research and manage or provide support on special projects, as assigned by the CEO;
• Create, update and maintain an electronic and physical file management system for the Office of the CEO ensuring all files are kept confidential and secure;
• In collaboration with the Corporate Secretary, coordinate the logistics for all Board of Directors and Board Committee meetings inclusive of scheduling meetings and organizing refreshments;
• Assist the Corporate Secretary with preparing Committee Packages, including the preparation of agendas and coordinating with the team for the documents to assemble packages;
• Track all regulatory correspondence, disseminate to the relevant owner, follow up and update action items where necessary;
• Provide confidential administrative support to the CEO such as photocopying, scanning, printing and preparation of confidential correspondence as required;
• Handle confidential information with discretion and maintain the highest levels of professionalism and integrity;
• Coordinate with other members of the executive team and department heads to ensure the CEO's priorities are effectively communicated and executed;
• Process invoices for payment in adherence with internal processes and guidelines;
• Maintain and track all department heads’ vacation and other leave to ensure consistency in entitlement and proper resource planning;
• Maintain the CEO’s office supplies by checking stock to determine inventory levels and reordering as needed;
• Coordinate the entire lifecycle of Company related events from planning and budgeting to execution;
• Any other duties assigned by the CEO or Executives.

Essential Job Requirements:

• Bachelor's degree in business administration, communications, or a related field
• 5+ years of experience providing executive support to senior-level executives
• Excellent proficiency in Microsoft Word, PowerPoint and Excel

Competencies:

• Strong time management skills
• Strong project management, meeting and event coordination skills
• Excellent verbal and written communication skills, with the ability to interact effectively with people at all levels of the organization
• Strong organizational skills and the ability to manage multiple priorities and deadlines
• Experience working in a fast-paced, high-pressure environment
• Ability to maintain confidentiality and handle sensitive information with discretion and professionalism
• Proactive problem-solving skills, with the ability to anticipate needs and take initiative

Job Ref: RM

23 Jul, 2024 (78 days left)