Executive Assistant

About the role

Responsibilities

• Secretarial Support: Provide comprehensive secretarial and administrative support to the Department Head, ensuring smooth departmental operations.
• Correspondence and Communication: Manage correspondence, screen calls, draft routine responses, and follow up on outstanding actions.
• Diary and Meeting Management: Coordinate appointments, meetings, and related documentation to ensure effective time management.
• Records Management: Maintain accurate filing systems, records, and departmental documentation, ensuring confidentiality and easy retrieval.
• Administrative and Procurement Support: Process office supply and service requisitions, verify approvals and JDE account allocations, monitor budget compliance, liaise with suppliers, and check invoices.
• Policies and Procedures: Ensure compliance with company policies and procedures, providing administrative support on HR-related matters and referring issues to the appropriate personnel.
• Health, Safety and Environment (HSE): Comply with HSE policies, promote safe working practices, and promptly report hazards, incidents, and near misses.

Skills

• Secretarial support
• Diary and meeting management
• Correspondence management
• Records management
• Procurement support
• Budget monitoring
• Vendor liaison
• Invoicing
• HR administrative support
• HSE policy compliance