Executive Assistant To Director

Job Overview: The Executive Assistant to the Director will provide high-level administrative support, ensuring seamless coordination and support for the Directors daily activities, strategic objectives, and business engagements. This role requires a proactive individual with strong organizational skills, attention to detail, and the ability to manage diverse tasks in a dynamic environment, often working with confidential and time-sensitive information.

Educational Qualification:

• Graduate from a Commerce or Science Background (Degree holder)
  
• Science background preferred (B.Sc.)
• Course in Executive Assistance role (completed within the last year)
  
• IEAA Executive Assistant Training Courses, ICI Education, or similar
• Short-hand typing course (if available)

Experience:

• 1 to 3 years of experience as an assistant or secretary

Roles and Responsibilities:

1. Administrative Support:

• Manage the Directors calendar, schedule meetings, and coordinate travel arrangements.
• Screen, prioritize, and respond to emails, calls, and correspondence on behalf of the Director.
• Prepare reports, presentations, and meeting agendas as required.
• Maintain and organize files, documents, and other relevant records for easy retrieval and review.

2. Project Management:

• Assist in managing specific projects and ensure timely completion within set objectives.
• Coordinate with various departments on behalf of the Director to gather project updates, reports, and data.
• Track project progress and deadlines, providing reminders and updates to the Director.

3. Meeting Coordination and Preparation:

• Organize and prepare materials for meetings, including presentations, agendas, and follow-up documentation.
• Take minutes during meetings, summarize key discussion points, and ensure action items are followed up by relevant departments.

4. Communication and Liaison:

• Act as the primary point of contact for internal and external stakeholders, ensuring professional communication on behalf of the Director.
• Coordinate with clients, vendors, and other stakeholders, maintaining positive relationships and timely responses.

5. Personal Assistance:

• Handle personal tasks for the Director as needed.

Key Result Areas (KRA):

1. Efficient management of the Director's schedule and meeting coordination.
2. Accurate and timely preparation of reports, presentations, and documentation.
3. Successful execution of assigned projects and tasks within deadlines.
4. Effective communication and relationship management with stakeholders.

Technical Skills:

• Proficiency in MS Office (Excel, Word, PowerPoint) for creating reports, documents, and spreadsheets.
• MS Outlook
• Knowledge of ERP systems (preferred)

Additional Requirements:

• Strong organizational skills, attention to detail, and the ability to multitask.
• Proactive approach to problem-solving and task management.
• Maintaining high standards of professionalism.
• Typing speed of 50 words per minute.
• Willingness to adapt to new technologies.