Executive Assistant to Directors (Degree Essential)

SUMMARY:
Our client is looking for an Executive Assistant to 1 to 2 Directors, to perform a supporting and cohesive role by executing, organising and coordinating administrative functions, streamlining operations, and managing a variety of projects and initiatives to drive business objectives and strategy. The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the office. The Executive Assistant serves as a liaison to the Board of Directors and senior management teams; organizes and coordinates executive outreach and external relations efforts; and oversees special projects.

POSITION INFO:
Main Outputs and Responsibilities for This Position.

Provides direct support to the Directors.

• Manage and support the Directors, diaries to ensure efficient planning and prioritising.
• Plans, coordinates, and ensures the Directors’ schedule is followed and respected. Provides "gatekeeper" and "gateway" role, creating win-win situations for direct access to the Executives’ time and office.
• Works closely and effectively with the Directors to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Keep the Directors updated on issues taking place in the environment.
• Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the Directors’ ability to effectively lead the company.
• Prioritizes conflicting needs; handles matter expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
• Provide a welcoming and hospitable environment for all internal and external visitors.
• Create a professional and courteous environment in respect of all internal and external communication.
• Ensure and maintain the neatness and professional image of the executive suite by liaising with respective or relevant parties that support this function. This will include effectively managing the executive floor, including but not limited to catering, events management, technological equipment, stationary, setting up and cleaning of venues, etc.
• Coordinate, procure and control the stationary, consumable and grocery functions within the executive suite. thereby ensuring timeous access and monitoring the use thereof.
• To manage and coordinate all travel requests, ensuring hassle free trip.  This will include but not be limited to visa requirements, accommodation, car hire, connectivity arrangements, and all other arrangements needed for travelling.  Travel must be management in a cost-effective way and within budget.
• To plan and coordinate all functions within the executive suite thereby contributing to the team morale and spirit within the department.
• Organize and maintain the office filing system.
• Co-ordinate logistics to support the Company Secretary for all Board and Board Sub Committee meetings and events.
• Co-ordinate Executive meetings and functions (Exco meetings, annual strategy sessions; offsite sessions etc.).

• Serve as the primary point of contact for internal and external constituencies on all matters pertaining to the Directors, including those of a highly confidential or critical nature. Prioritize and determine appropriate course of action, referral, or response, exercising judgement to reflect Directors’ style and organisation policy.
• Coordinate and manage meetings, events, and gatherings hosted by the Directors.
• Manage information flow in a timely and accurate manner.
• Format information for internal and external communication – memos, emails, presentations, reports.

• Provide operational support by performing a range of routine activities using existing systems and protocols.
• Manage boardrooms, offices, and other venues effectively.
• Support others by performing a range of facilities management activities.
• Manage cleaning staff, IT support and other administrative support.
• Manage information systems operations including hardware, software, desktop support, internal telecommunications, and strategic systems development and planning.

• Schedule appointments make arrangements for meetings and conferences and organise travel plans following detailed instructions to facilitate business meetings.
• Coordinate all Executive Team meetings and retreats and assist with staff meetings and events as needed.

• Assist company Executives to manage client and customer relationships by using relevant client system.

• May require working outside of standard business hours.
• May require travel.

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