Executive Assistant
Job Purpose
Job Responsibilities - Leadership
Job Responsibilities - Functional
• Provide a full secretarial and administrative support service to the chief executive.
• Maintain the diary and arrange appointments as necessary.
• Type reports and routine correspondence from dictation or written sources. • Screen and respond to all incoming telephone calls and take action as appropriate.
• Draft routine correspondence for approval and signature by the chief executive.
• Receive visitors to the office.
• Open and distribute post.
• Attend and minute all board meetings and arrange for the distribution of the minutes.
• Maintain the office filing system and all personnel records.
• Make all travel arrangements for the chief executive.
• Make arrangements for any meetings required by the chief executive.
• Undertake projects and research, which might require contact with external agencies, as required by the chief executive.
• Operate standard office equipment such as word processor, photocopier etc.
• Oversee the maintenance of secretarial standards throughout the company and contribute to the training of other secretaries.
Job Responsibilities - Organizational
Policies, Systems, Processes, Procedures, Standards and Reports
• Follow all relevant functional policies, processes, standard operating procedures and instructions to ensure that work is carried out in a controlled and consistent manner.
• Assist in the preparation of accurate and timely functional MIS statements and reports to meet corporate and functional requirements, policies and standards.
Safety, Quality and Environment
• Apply safety, quality and environmental management policies, procedures and controls to ensure employee safety, legislative compliance, delivery of high-quality products/service and a responsible environmental attitude.
Continuous Improvement
• Contribute to the identification of opportunities for continuous improvement of the department's systems, processes and practices considering ‘international best practice’, improvement of business processes, cost reduction and productivity improvement.
Job Stakeholders - Internal
Job Stakeholders - External
Job Requirements - Qualification & Experience
Job Requirements - Skills
Job Context