Job description

ROLE SUMMARY

The Executive Assistant will provide executive support services to the Director, Technology. He/she will be the director’s right-hand person who enables him to advance company initiatives and achieve goals of the director's office. He/she will filter and attend to the day-to-day functions that are part of the director’s diary so he can focus on the high-level leadership and strategy functions.

RESPONSIBILITIES

Manage executive communication

Responding to internal and external requests on behalf of the Director
Draft, review and send communications on behalf of the Director
Schedule departmental and leadership meetings; prepare and distribute meeting agendas and materials.

Manage the director’s diary

Schedule and coordinate appointments and meetings and take minutes of the meetings.
Responsible for organizing and managing the Director’s diary
Regular checking of incoming/outgoing emails, appraising the director of urgent requests and following up to ensure closure of outstanding matters within set timelines.
Keep the Director advised of time-sensitive and priority issues, ensuring appropriate follow-up.
Handling local and international correspondence including coordinating dispatch and delivery of personal shipments and parcels.
Preparing reports, presentations and documentation for meetings and appointments and availing the documents to the intended audience.
Maintain confidential and sensitive information.

Administrative Support

Coordinating travel arrangements, flights bookings, accommodation, and other logistical arrangements for the director and his guests.
Prepare, reconcile, and submit director’s expense reports.
Developing and maintaining a seamless electronic records management system.
Assist with other ad-hoc administrative and project requirements as needed, including research and analysis.
Coordinate internal communication and documentation with different business leaders
Perform any other relevant duties assigned.

Requirements

A bachelor’s degree or equivalent
5+ years working experience in a similar role handling executive management in a busy office preferably in a Technology company
Experience working as virtual assistant would be an added advantage
Use of collaborative tools such as Jira, teams, Monday.com, slack, confluence etc
Must be Tech savvy and good working knowledge of Ms Office.
Must have high levels of emotional intelligence
Strategic thinking: able to understand intuitively how to analyse critical factors that will influence the long-term success of the organisation.
Professional discretion: demonstrable ability to be discrete and confident whilst maintaining professionalism in all business dealings. Must demonstrate integrity and reliability.
Organisational skills: the capacity to prioritise tasks and projects effectively.
Proactive and ability to anticipate needs
Must have project management skills to be able to manage director’s projects
Management of meetings - effectively pre-meeting arrangements to ensure meeting effectiveness
Event planning: Ability and skills to plan and execute different executive events as may be required by the Director
Ability to management up - must be adept at managing up to strategically coordinate schedules, projects, meeting etc ensuring the Director focuses on his highest leverage work.
Ability to build strong relationships with key stakeholders.
Smart multi-tasking; great organizational and time management skills.
Mature, personable, self-confident and self-driven
Excellent interpersonal skills as well as written and oral communication skills.
Great attention to detail and must possess analytical skills
A self-starter who is highly adaptable to changing environments
Flexibility, determination, enthusiasm, and the ability to cope under pressure.