Executive Assistant

Job Purpose :

• To facilitate and be responsible for the efficient functioning of an office through a range of administrative, clerical, financial and managerial tasks performed within the office, including office management, implementation of procedures, processing, records management, collection, and reporting of statistics.

Responsibilities:

• Regularly monitor the accuracy, completeness, and timeliness of processing activities within the office.

• Plan, develop, and facilitate changes in procedures, forms and practices, workflows, personnel assignment and equipment.

• Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution/ next course of action.

• Prepare invoices, reports, memos, letters, financial statements, and other documents, using word processing, spreadsheet, database, or presentation software.

• File and retrieve corporate documents, records, and reports.

• Manage and maintain Schedules & make necessary travel arrangements.

• Perform general office duties, such as ordering supplies, maintaining records management database systems, and performing basic bookkeeping work.

• Prepare agendas and make arrangements, such as coordinating catering for luncheons, for committee, board, and other meetings.

• Record, Compile, transcribe, and distribute minutes of meetings.

• Coordinate and direct office services, such as records, departmental finances, budget preparation, personnel issues, and housekeeping, to aid executives.

• Conduct research, compile data, and prepare papers for consideration and presentation by executives, committees, and boards of directors.

• Review operating practices and procedures to determine whether improvements can be made in areas such as workflow, reporting procedures, or expenditures.

• Follow all relevant departmental policies, processes, standard operating procedures, and instructions so that work is carried out in a controlled and consistent manner.

• Comply with all relevant safety, quality and environmental management policies, procedures, and controls to ensure a healthy and safe work environment

Qualifications

• 3 - 4 years experience as a Executive Assistant
• Strong communication skills
• Strong ability to multitask
• Bachelor degree in Business Management / Administration