Executive Assistant at BorderlessHC Limited

GENERAL OVERVIEW

In this role, you are charged with the responsibility of providing high-level administrative support to the Managing Director. You will manage schedule and calendar, and also relieve the MD of administrative detail by setting up a “tickler” system and an “exception reporting” system to handle routine tasks.

Executive Assistant at BorderlessHC Limited

MAJOR AREA OF IMPORTANCE:

Things that are important to me in this role.
– confidentiality
– ability to speak clearly
– creativity
– use of Canva, presentation design, word and excel
– fast paced and articulate at the same time

ROLES & RESPONSIBILITIES

• Provide sophisticated calendar management for the MD
  ● Prioritize inquiries and requests while troubleshooting conflicts
  ● Make judgments and recommendations to ensure smooth day-to-day engagements.
  ● Complete a broad variety of administrative tasks that facilitate the MD’s ability to effectively lead the organization, including assisting with special projects; designing and producing complex documents, reports, and presentations; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence and maintaining contact lists
  ● Serve as the primary point of contact for internal and external constituencies on all matters pertaining to the MD, including those of a highly confidential or critical nature.
  ● Prioritize and determine the appropriate course of action, referral, or response, exercising judgment to reflect the MD’s style and organization policy.
  ● Work closely with the MD to keep them well informed of upcoming commitments and responsibilities, following up appropriately.
  ● Act as a “middle-man”, having a sense of the issues taking place in the environment and keeping the MD updated.
  ● Anticipate MD’s needs in advance of meetings, conferences, etc.
  ● Coordinate all Management meetings and assist with staff meetings and events as needed.
  ● Act as a bridge for smooth communication between the MDand staff, demonstrating leadership to maintain credibility, trust, and support with the Executive/ Management Team.
  ● Complete projects by assigning work to appropriate staff, including the Executive Team, on behalf of the MD.
  ● Work with the Management Team to coordinate the MD’s outreach activities.
  ● Follow up on contacts made by the MD to cultivate ongoing relationships.
  ● Evaluate and assist in developing office policies and procedures for improved work flow and anticipate future needs as organization grows.
  ● Assist in the selection of vendors and purchase equipment, services, and supplies necessary for operation.
  ● Prepare budget recommendations.
  ● Replenish office materials such as office supplies, etc.
  ● Provide brand management support as requested.
  ● Answer main phone line and respond to inquiries.
  ● Process and distribute daily mail.
  ● Invest in building long-lasting relationships both externally and internally.
  ● Manage petty cash reimbursements and reconciliation.
  ● Make travel arrangements for the Managing Director.
  ● Perform all other duties as assigned.REQUIREMENTS:
  • BSc. / HND in Business Administration or a related field.
  • PMP is an added advantage
  • Minimum of 3 years’ experience as an Executive Assistant

  Technical Skills
  ● Google Suite proficiency
  ● Familiarity with office productivity tools and applications (e.g. e-calendars and copy machines)
  ● Excellent MS Office knowledge
  ● Diplomatic and tactful

  Soft Skills
  ● Ability to organize a daily workload by priorities.
  ● Ability to take initiative, give instructions, and be accountable for results
  ● Must be able to meet deadlines in a fast-paced quickly changing environment.
  ● A proactive approach to problem-solving with strong decision-making skills.
  ● Professional level verbal and written communications skills