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. Provide complete secretarial and administrative service to the departmental head. Manage correspondence, draft replies where appropriate, and route mail. Ensure time management/diary service for the line manager and prepare relevant documents for meetings. Screen and respond to incoming calls, make routine follow-up calls for the department, and establish/maintain records and filing systems. Manage administration including evaluating requisitions for office services/materials, ensure appropriate authorizations per SAP account allocation, report to manager, and follow up with suppliers with clarification; check received invoices.