Executive Assistant

JOB OBJECTIVE: • Provides support to including diary management, travel arrangement, telephone calls, correspondence, information updates, and records management. • Act as the focal point for the Department in terms of internal/external communications. Performs various activities related to the companies requirements for managing records, and issuing requisitions as per the SAP Account allocation. Secretarial Support: • Provide a complete secretarial and administrative service to departmental head to facilitate company processes and allow him to concentrate on mainstream activities. Correspondence: • Provide a complete correspondence service, routing correspondence as necessary and drafting replies where appropriate to ensure that all mail is dealt with efficiently. Diary Management: • Provide time management/diary service for the line manager to ensure he is able to attend all key meetings at the appointed times with all relevant document needed for the meeting. Department Communications: • Screen and respond to incoming calls and take appropriate action to handle the situation. • Make routine telephone calls to follow up actions on behalf of the department. Records Management: • Establish and maintain records and filing systems and arrange for the efficient operation of office equipment to ensure the department or manager can function effectively and efficiently. Administration: • Receives, evaluates the requisition receives from different departments for office services and materials. Insure appropriate authorizations are received (subject to SAP account allocation as per approved by the line manager). • Reports to manager and follows up with suppliers with clarification. Checking all received invoices. JOB REQUIREMENTS: Minimum Qualifications: • Bachelor’s Degree in Administration / Business Management Minimum Experience: • Minimum of 5 yrs. experience in a similar role in a medium to large organization Show more Show less

Bachelor’s Degree in Administration / Business Management. Minimum of 5 years experience in a similar role in a medium to large organization.

Provide diary management, travel arrangement, telephone calls, correspondence, information updates, and records management. Act as the focal point for the department in terms of internal/external communications and manage records and requisitions as per SAP account allocation. Provide complete secretarial and administrative service to the departmental head. Manage correspondence, routing and drafting replies as appropriate. Ensure key meetings have relevant documents. Screen and respond to incoming calls and follow up on actions on behalf of the department. Establish and maintain records and filing systems and ensure efficient operation of office equipment. Receive and evaluate requisitions for office services and materials; ensure appropriate authorizations per SAP account allocation; report to manager and follow up with suppliers, including invoice checks.