PURPOSE OF POSITION:
The Executive Management Assistant will provide a variety of administrative tasks and support to the Directors office, primarily the Managing Director to whom he/she shall report. The member of staff will also contribute as and when to various strategic initiatives and projects of various levels of complexity.
Responsibilities:
Carry out executive and company secretarial legal duties for the Directors.
Act as a point of contact between executives, employees, clients and external and internal business partners. Including shareholder relationship management.
Manage and maintain director's calendars and set up/ coordinate meetings and events.
Provide full responsibility coordination and project management function for appointments and events.
Coordinate all Board Meetings and monthly management meetings and other high level meetings.
Compile, draft and communicate information for internal and external stakeholders at corporate level incl. Memos, emails, presentations etc.
Coordinate and manage internal projects on an ongoing basis; this shall include budget, planning cost control and execution, monitoring and controls. Similarly, the incumbent will further expedite, source, analyse and manage integrated report data from various other personnel executing internal strategic projects. He shall collate information and reports and present for executive consumption.
Take minutes during meetings as required.
Manage company travel. Incumbent shall be responsible for travel and accommodation function and arrangements for Directors and various senior personnel. This shall include cost allocation, reconciliation, and submission in a timeous manner.
Manage company overhead supply inventory. Refreshments, stationary, paper etc.
Screen and direct incoming and outgoing executive phone call and correspondences, memos etc.
Conceptualize, source, organize and manage company team building, executive and management strategic planning, Townhall and social events where necessary. The incumbent will be required to sit on social and events committees.
Administrate and maintain of company's insurance.
Carry out specific strategic projects assigned by MD and FD and track and monitor those others of strategic interest.
Record, transcribe and distribute minutes of meetings. MANCO, EXCO, REMCO, SOCCO etc.
Prepare and maintain company organograms.
Maintain company registration documents.
Maintain company agreements register.
Document and archiving of important documents.
Screen, coordinate expedite documents for executive approval
Manage mobile communications contracts and devices
Collate and reconcile credit card and executive expenses
Direct or indirect reports may include office cleaning team, facilities management, driver's and reception.
Source, procure and manage vendors and service providers in relevant areas of responsibility. Order management, Goods Receiving and other procurement related operational tasks in his/her line of responsibility
Manage company driver errands where applicable
Manage and lead head office cleaning staff team
Support and manage and address Director's personal affairs from time to time with a view to minimizing lost time
KPI's & KPA's:
Effective, on time performance, quality performance and accuracy within the following;
Meeting and Event Efficiency
Communication Management
Agenda, document preparation and management
Confidentiality and Data Security
Stakeholder Relationship Management
ORGANISATIONAL RELATIONSHIP:
The Executive Management Assistant should be organized, and must be an exceptional communicator, providing reliable and accurate support to the directors and management while working with confidential information. Honesty and Integrity are critical, with ability to meet deadlines and manage priorities while maintaining professional approach with accuracy in all performance areas.
The Executive Management Assistant will assist the executive within the day-day functioning all company related legal entities and will report to the Managing Director.
The role will require travel from time to time locally, regionally or internationally, which may include air travel. The executive assistant must always retain a valid driver's licence and Passport document.