- Provide administrative support to the Managing Director and other designated Business Unit leadership team members by delivering an effective customer service experience.
As Part Of Our Team You Will:
- Plan and organize internal and external meetings / events including materials, catering, logistics, including partnering with IT on technology / Audio-Video setup.
- Manage calendars and schedules in an effective way to optimize the leader’s time.
- Coordinate extensive domestic and international travel, to include Personal Protective Equipment (PPE) and other safety protocols when needed.
- Complete the executive’s expense reports and credit card reconciliation.
- Generate purchase requisitions and requests for payments using our invoicing system.
- Receive and distribute mail for the team, resolving what needs to be brought to the attention of the executive.
- Support with the personal business for the executive.
- Perform copying, collating, binding, packaging, and disseminate routine and other documents as requested by executive and their team.
- Serve as backup to other Executive Assistants as needed.
- Plan, execute and support special projects, board meetings, leadership meetings and company events.
Your Training, Skills & Experience Checklist:
Formal Qualification (including Professional Registrations):
- National Diploma or relevant First Degree in Office Administration, Business Administration, or related field.
Additional Knowledge:
- Administrative management.
- Event planning and management.
- Vendor management.
- Customer service fundamentals.
- Proficiency in software platforms such as SAP, Concur, similar applications and Microsoft Office Suite.
Experience:
- Minimum of 8 – 10 years’ secretarial and administrative experience of which at least 5 years is in the capacity of a Personal Assistant, Executive Assistant or Office Manager for a CEO or MD of a medium to large multi-country company.
- Previous experience working for a Fortune 500 company will be an added advantage.
Problem Solving Ability:
- Completes concrete procedural tasks.
- Follows procedural steps to complete work.
- Uses practical judgment to overcome problems, or requests assistance.
- Sees alternatives based on trial and error.
- Improves working methods using day-to-day experiences, procedures, observations of pattern of events, and trial and error.
Technical Skills:
- Advanced Proficiency in MS office Suite / collaboration tools.
- Competent proficiency in planning, scheduling, and calendar management.
- Competent proficiency in organization skills and ability to manage multiple priorities.
- Competent Proficiency in event management.
- Advanced Proficiency in domestic and international travel planning and coordination.
- Competent Proficiency in improving customer service experience.
- Competent proficiency in project management.
