Job Description

REPORTS TO:         CHIEF EXECUTIVE OFFICER

JOB PURPOSE:   
To provide efficient and effective executive support to the Chief Executive Officer to achieve the Company’s goals and objectives.

KEY RESPONSIBILITIES

• Conduct searches and support the Chief Executive Officer in the preparation and presentation of reports, proposals, budgets and all other documentation related to key decision making.
• Prioritize and manage multiple assignments simultaneously and follow through on issues in a timely manner.
• Plan and manage the Chief Executive Officer’s diary to ensure that all appointments are responded to in a manner that honours long standing commitments while accommodating new demands and situations as they arise. 
• Draft and document correspondence in line with approved standards.
• Provide high level executive support to the Chief Executive Officer.
• Maintain a database of professional contacts and review them regularly for completeness and accuracy.
• Maintain sensitive and confidential information flowing through to the Chief Executive Officer’s office.
• Receive and record all official correspondence referred to the Chief Executive Officer’s office.
• Receive guests/visitors to the Chief Executive Officer’s office.
• Handle internal and external communication with tact and diplomacy.
• Liaise with the Administration Unit to coordinate meetings/programmes as may be directed by the Chief Executive Officer.
• Responsible for taking minutes during management/ad-hoc meetings.
• Prepare monthly/periodic reports relating to job function.

Required Skills or Experience

• Bachelor’s degree in Management Studies, Business Administration, Social Sciences or related discipline.
• Professional certification/membership with a recognised professional body is an added advantage.
• At least three (3) years relevant work experience in a similar position.

REQUIRED COMPETENCIES

• Knowledge and understanding of office administration practices and procedures.
• Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members and external partners.
• Excellent executive support skills.
• Excellent oral and written communication skills.
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer service and response.
• Ability to exercise good judgment in a variety of situations.
• Forward looking thinker who actively seeks opportunities and proposes solutions.
• Good calendar management skills including the coordination of meetings and minutes recording and reporting.
• Ability to prioritize, manage multiple assignments and meet deadlines in a fast paced and dynamic environment.
• Excellent planning and organizing skills.
• Great attention to detail.
• Proficient in the use of Ms Office suite - Word, PowerPoint, Excel, internet search engines and other communications software and tools.