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EXECUTIVE ASSISTANT
QUALIFICATION, MINIMUM EXPERIENCE AND SKILLS:
Minimum of a B.Sc from a reputable institution
At least 10 years of working experience as a personal assistant, executive assistant and other related roles such as admin and office support
Excellent interpersonal skills, including experience building relationships with internal and external stakeholders
Self-starter with ability to get up to speed quickly and work effectively with little direction or supervision
Sound judgment, a high degree of professionalism, and the ability to maintain confidentiality
Excellent analytical and problem solving skills are a must.
Must have strong proofreading skills. Must have strong presentation, verbal and written communication skills.
Must be detail oriented, results-oriented and be able to multi-task and work in a fast paced environment.
Must work well under pressure, excellent organizational abilities, set and meet deadlines, be able to manage several priorities in a day; must be dependable, adaptable, creative and self-motivated.
Ability to handle and maintain the confidentiality of highly sensitive information.
Good working attitude, mature personality, team player and able to work under minimum supervision
In-depth knowledge and proficiency of MS Office, including Outlook, Excel, Word and PowerPoint
JOB RESPONSIBILITIES
Assist the Managing Director in planning and developing strategy in line with organizational goals
Enable remote decision making for the MD by acting as stand-in in his absence and providing feedback
Follow up with potential counterparties/unit heads to pursue new business relationships
Prepare correspondence on behalf of the MD, including the drafting of letters and replies
Review and summarize miscellaneous reports and documents; prepare background documents and outgoing mail as necessary
Receive correspondence for MD’s office from staff members and distribute correspondence from MD’s out tray to staff members, ensuring 24 hours turn-around time
Assist in preparing meeting agendas, documents and draft minutes of meetings as necessary
Work closely with and provide executive assistant support for the Managing Director and members of the Board
Provide and maintain an administrative service to support Board, Board Committees and such other meetings
Take minutes and actions at board and other meetings, communicating documented minutes in a timely manner;
Assist the M.D with on-going projects by writing research or reports
Review & proffer advice on correspondences requiring the Managing Director’s signature.
Dispatch treated/untreated correspondences internally/externally, as appropriate.
Ensure the office of the Managing Director interfaces smoothly with internal/external stakeholders by carrying out the following: creating, managing, organizing & updating mailing lists for the office of the Managing Director on MS Outlook
Managing & updating the Managing Director’s Portal on the intranet, ensuring that information made available on the portal is constantly updated, well organized for easy access/retrieval & support effective knowledge management, amongst others
Provide appropriate answers to enquiries from external parties or direct as appropriate.
Manage, update & maintain a confidential document management/filing system for the Managing Director’s office
Assist with the tracking and monitoring of the budget for the Managing Director’s Office.
Write letters and memos, compile data for reports, create presentations, write reports, transcribe dictation, edit and proofread.
Perform any other tasks as requested by the Managing Director
TO APPLY
CV/Applications titled ''EXECUTIVE ASSISTANT'' can be sent to recruitment@hcdclimited.com.
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