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Administration & CEO

JOB TITLE: Personal Assistant to the CEO            

REPORTS TO: CEO

Primary objective of the job:

To provide efficient administrative assistance and support to the CEO and his Senior Management Team in an effective and timely manner.

Main Duties and Responsibilities:

  • Provide efficient administration support to the CEO
  • Manage the CEO’s calendar
  • Manage purchase orders
  • Liaise with Accounts to ensure any financial requests for the CEO are arranged on a timely and efficient manner
  • Manage travel arrangements (flights and accommodation) locally and internationally for CEO
  • Provide professional Front Line Management
  • Handle all telephone calls for the CEO
  • Draft and handle all correspondence on behalf of the CEO
  • Ensure there is systematic filing setup for the CEO
  • Coordinate Board Meetings as directed by CEO in partnership with the Facilities Team.
  • Take minutes of meetings chaired by CEO
  • Compile reporting presentation packs from departmental inputs
  • Follow up on actions with staff on behalf of C EO

Academic qualifications and experience required for job:

  • Certificate in Administration from a recognized institution or a related field
  • Excellent administration skills – 5 years or more experience in administrative role
  • Excellent Microsoft Office (PowerPoint, Excel, Word, Access etc.) skills

Functional Skills:

  • Strong Administration Skills
  • Excellent front line management - Mature, responsible approach and must be able to work on own initiative
  • Ability to liaise with internal employees and external partners in a professional and diplomatic manner
  • Must be a team player
  • Strong organizational and planning skills
  • Ability to work in a dynamic, sometimes pressurized environment
  • Excellent communication skills
  • Ability to multitask 
  • Diary Management skills

Internal/External contacts:

  • Maintain high professional relations with Regional CEO’s, Senior management and external clients
  • Establish strong client relations with suppliers