EXECUTIVE ASSISTANT
Closing Date:
Tuesday, March 28, 2017
Location of the Job:
Namibia
Reference Number:
Nam-14/3/17-001
Reports To: CHIEF EXECUTIVE OFFICER
Purpose of the Job:
To offer full secretarial, organizational and administrative support to the CEO, i.e. answer and attend to calls, queries and complaints(internally and externally),take care of correspondence, diary administration, travel arrangements, maintain an effective filling system for the (electronically and paper-based),maintain an effective filling system for the (electronically and paper-based),manage the office equipment (i.e. photocopier, fax machine, printers),communicate with directors and leading officials rom Head Office, correspond with various Ministries and regulating bodies(i.e. BON,PAN,Namfisa),coordinate duties and actions pertaining to the various other bodies of which the CEO is part of.
Key Accountabilities:
1) Maintain CEO’s diary to ensure that meetings are scheduled in a most suitable /appropriate manner and the CEO is always informed timeously of all meetings and commitments to ensure effective time management.
2) Organize meetings by arranging dates, venue and catering requirements and ensuring that everyone concerned is informed of meeting details.
3) File all correspondence and documentation according to the filling system requirements and in a manner, which allows speedy retrieval of documents.
4) Answer the telephone and ensure that callers are dealt with in a professional manner and that their queries are handled to their satisfaction, either by referring them to the correct person or, where possible, by handling the issue personally.
5) Screen and priorities e-mails and correspondence addressed to the CEO and take action within discretionary limits to ensure prompt response and promote professional image and improve efficiency.
6) To coordinate events, prepare PowerPoint presentations, and identify PRO-related matters for the office of the CEO and other departments-as required.
7) Continuously monitor and report on media coverage of the company and letters affecting the company as well as industry related matters.
8) Perform minute taking and typing duties of meetings with reporting line, CMC, Agenda and Documentation to ensure detailed data for future reference.
9) Handling travel arrangements, hotel bookings and car hire for the CEO, CMC and senior officials from Group, to ensure arrangements meet their requirements and comply with travel procedures and regulations.
10) To assistant the CMC team with various administrative and office related functions as required form time to time.
11) Neatness/friendliness in frontline office by serving tea or coffee to visitors and CEO to enhance image of office.
12) Receiving of visitors/clients and arrange appointments and meetings for CEO to ensure an effective time of office.
13) Carry out specific projects and research as well as general admin duties as determined by CEO.
14) Liaison with board of directors, main shareholder, subsidiary companies & regulating bodies.
15) Coordination of executive & strategic committees (Schedule, coordination, documentation & reports, minutes, follow-through on actions).
16) Full secretarial & administrative support to the CEO (correspondence, diary management, travel management, expenses claims, etc.)
17) Coordination of executive & strategic committees (scheduling, coordination, documentation & reports, minutes, follow-through on actions)
Knowledge and Experience Required of Job Holder:
1) Grade 12, and a relevant diploma in office administration or management
2) Relevant experience working as PA is essential-at least 3 years at management level.
3) Being bilingual (English& Afrikaans), more languages are an advantage, but not prerequisite.
4) Have a high level of self-drive and being pro-active.
5) Being flexible and able to priorities duties.
6) Able to cope under pressure of tight deadlines and working overtime is required at times.
7) Good working knowledge of MS Word, Excel, PowerPoint & Outlook – essential.
8) Ability to manage, coordinate and engender strong team spirit amongst the management and staff of the various Group companies.
9) Ability to manage multiple disciplines.
Additional Information:
This position requires a highly trustworthy, energetic, dynamic and independent minded person who is willing to go the extra miles. It is of utmost importance that person serve as gate keeper for the CEO by managing his/her diary and screening all appointments and telephone calls.
Multi-cultural awareness and the ability to interact with a wide range of differing levels and sectors of society, social and business, is an essential characteristics of the person holding this position. In addition to the above the candidate should possess exceptional leadership skills, be results focus, a team player and be able to resolve conflict.
Written and spoken communication as well as Time Management is key to the role.
Apply: