Executive Assistant

Key Responsibilities:

• Calendar Management: Coordinate and manage the executives schedule, including meetings, appointments, and travel arrangements. Ensure efficient time management by prioritizing and organizing tasks.
• Communication: Act as the primary point of contact between the executive office and internal/external stakeholders. Manage all correspondence, including emails, phone calls, and mail, with discretion and professionalism.
• Meeting Coordination: Plan, organize, and execute meetings, including preparing agendas, taking minutes, and following up on action items. Ensure all meeting materials are prepared and distributed in advance.
• Travel Arrangements: Arrange and coordinate travel itineraries, accommodations, and transportation for the executive and other team members as needed. Handle any travel-related issues that may arise.
• Document Preparation: Prepare and edit documents, reports, presentations, and other materials as required. Ensure all documentation is accurate, professionally formatted, and delivered on time.
• Confidentiality: Handle sensitive information with the utmost discretion and maintain strict confidentiality at all times.
• Project Management: Assist in managing and executing special projects, including research, data analysis, and coordination of resources. Track project progress and report on milestones.
• Expense Management: Manage and reconcile expense reports, ensuring compliance with company policies. Monitor and track budgets related to executive activities.
• Administrative Support: Provide general administrative support to the executive team, including filing, data entry, and office organization. Anticipate needs and proactively address issues before they arise.

Additional skills:

• Strong organizational and time-management skills.
• Excellent verbal and written communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
• Ability to handle multiple tasks simultaneously and work under pressure.
• High level of discretion and confidentiality.
• Strong problem-solving abilities and attention to detail.
• Ability to work independently and as part of a team.

Personal Attributes:

• Proactive and self-motivated.
• Professional demeanor and appearance.
• Strong interpersonal skills and the ability to build relationships with stakeholders at all levels.
• Flexibility and adaptability to changing priorities

Drop your CV on hr.west@kaapimachines.com