Job Description

Our client, a market leader in the pharmaceutical industry is looking to hire a senior Executive Assistant to assist the CEO in running the company’s operations.

ROLE PROFILE

The ideal candidate will be responsible for providing administrative support to the Chairman. The work requires balancing confidentiality within the context of the company and serving as the primary point of contact for internal and external constituencies on all matters pertaining to the office of the Chairman.

It will require a dynamic individual with excellent organisation, communication and computer skills and must have the ability to exercise excellent judgment, high discretion and integrity in a variety of situations, with strong written and verbal communication, administrative and organizational skills, and the capability to maintain a realistic balance among multiple priorities.

RESPONSIBILITIES

• Act as first point of contact for CEO within the company, proactively and promptly reviewing and tracking incoming enquiries such as emails, invitations, complaints and correspondence and responding directly, delegating to colleagues, or advising on responses to the CEO, providing clarity of outcome/action and ensuring these are followed to resolution in a professional manner.
• Maintain short, medium and long-term diaries for the CEO, making necessary travel, meeting and other arrangements for appointments.
• Assist with travel arrangements for the organization’s staff including: helping to secure visas, making hotel reservations and airport pick-up for visitors and attendant arrangements.
• Make administrative arrangements and plan for internal and external meetings and conferences and attend as necessary, operating a system to ensure the CEO is fully briefed for meetings, including recommending solutions where appropriate.
• Provide high-level secretariat support to key internal and external meetings involving the CEO, including preparing agendas, coordinating or writing reports, producing minutes, and ensuring follow-up actions are progressed.
• Liaise with external bodies with which the CEO requires representation and is involved.
• Ensure the effective operation of the CEO’s office.
• Prepare correspondence, reports, memos and presentation material as required.
• Assist in the preparation of monthly and quarterly reports.
• Prepare travel expense reports.
• Design and maintain databases.
• Support with the general filing (electronically and physical files), printing, photocopying, archiving and retrieving of documents and reference material for the CEO’s Office.
• Conduct research, collect and analyse data to prepare reports and documents.
• Monitor, screen, respond to and distribute incoming communications.
• Answer and manage incoming calls.
• Receive and interact with incoming visitors.
• Liaise with internal staff at all levels.
• Interact with external clients.
• Co-ordinate project-based work.

Required Skills or Experience

EDUCATION/QUALIFICATION

• Degree in Business Administration (Management Option)
• Master’s degree an added advantage

EXPERIENCE

• 8 years’ plus experience providing support at a higher level
• Knowledge of standard office administrative practices and procedures

ABILITIES

• Highly developed customer service orientation is required for this support function.
• Ability to work as a member of a team and to place team success over individual achievement.
• The individual must be able to multi task and perform under pressure.
• Maintain good relations with colleagues, and act fairly and impartially with subordinates.
• Be accountable for his/her performance.
• Must be Finance oriented.
• Must have fair knowledge in human resource.
• Mature and self-starter with strong abilities to complete tasks to a high level of quality with little or no supervision.
• Take initiative, be willing to learn and go the extra mile.

REQUIREMENTS

• Excellent communication skills
• Proficient computer skills and in-depth knowledge of relevant software such as MS Office Suite
• Organizational and planning skills
• Information gathering and monitoring skills
• Problem analysis and problem-solving skills
• Sound judgment and decision-making ability
• Confidentiality
• Attention to detail and accuracy
• Adaptability