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 JDE Account allocation.

KEY ACCOUNTABILITIES:

Description

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 JDE account allocation as per approved by the line manager).
• Reports to manager and follows up with suppliers with clarification
• Checking all received invoices
  
  

Policies & Procedures

Follows all relevant Department/Unit policies, processes, standard operating procedures and instructions so that work is carried out in a controlled and consistent manner.

Ensuring the organization adheres to legal frameworks in areas such as discipline & grievance, redundancy, and employment law.

Health, Safety & Environment:

Ensure compliance to all relevant health, safety, and environmental management policies, procedures and controls across the department to guarantee employee safety, legislative compliance, and a responsible environmental attitude.

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