Executive Assistant

To provide effective and professional secretarial services, administrative support and coordination of a range of activities in support of the office of the Managing Director (MD), the Deputy Managing Director (DMD) and Executive team members. To optimise the effectiveness of the MD/DMD’s office and project a positive image of the executive office and the company in general.

1. PA to MD and DMD

• Screens calls, takes messages as necessary and answers routine questions. Refers visitors or callers to either MD or DMD as appropriate
• Maintains a calendar of appointments, schedules meetings and coordinates related arrangements for the MD/DMD
• Coordinates and categorises incoming mail, emails and faxes in priority action order for the MD/DMD and ensures that all correspondence receives a timely and appropriate reply

2. Office Administration

• Compiles all documents required for the MD/DMD meetings, including agenda, minutes and other materials, arranges for binding and distributes documents to all meeting invitees/attendees prior to meetings
• Makes logistical arrangements for meetings (venue, refreshments, etc.)
• Performs routine administrative tasks such as regular collation and routine analysis of information concerning the MD/DMD’s business

• Performs a variety of clerical duties for the MD/DMD related to typed materials, such as filing, preparing mail, photocopying, faxing, editing, etc.
• Collaborates with the Stakeholder Relations Executive to manage office or company functions as required
• Coordinates the purchasing of stationery and other similar supplies for the MD/DMD’s office and the office in general
• Ensures availability of bottled water, teas and cleaning materials for the office and customers

3. Board Administration

• Compiles all documents for the Board pack, arranges for binding and distribution of the packs 7 working days prior to the meeting
• Makes logistical arrangements for Board meetings (venue, meals, refreshments, parking, access etc.)
• Receive and direct Board members and other invited guests accordingly

4. Data/Records Management

• Manages company-wide document storage/retrieval systems by maintaining an accurate record of paper and electronic correspondence for the office
• Updates and manages the company’s record management index/filing system

5. Travel

• Coordinates all travel arrangements including arranging travel cash in advance, preparing itinerary, trip files and supplies as well as preparing expense reports after travel for Executives

6. Accounting

• Assists with procurement of goods and services by sourcing quotations
• Conducts credit card reconciliations for EXCO
• Assist with accounting tasks as required

7. Staff Management

• Responsible for developing skills and capability of the Office Housekeeper and outsourced cleaners

• Higher National Diploma in Secretarial studies, Office Management or equivalent with fluency in English and Setswana
• At least 5 years’ experience performing secretarial functions, 2 of which be at the level of secretarial services to executives in a corporate environment
• Knowledge of secretarial, administrative and clerical processes and systems such as Microsoft Office and Outlook, maintaining files and records, and other office procedures and terminology

Competencies

• Planning and Organising: Proven ability to effectively allocate resources and plan for the implementation of operational activities through demonstrable planning and organisations capabilities

• Client Focus and Customer Service: Desire to meet the needs of clients and the company’s employees. Committed to the continuous improvement of services
• Time Management: The ability to analyse how well working hours are to be spent, considering the prioritisation of tasks in order to maximise efficiency
• Judgement, Attention to detail and Decision making: Considers the relative costs and benefits of potential actions to choose the most appropriate one
• Analytical: Proven conceptual, evaluation and analytical skills to identify issues, formulate options and make conclusive recommendations
• Results Oriented: Sets out goals and priorities that maximise the use of available resources to consistently deliver results against expectations

• Proactive: Ability to pre-empt appropriate activities and action without instruction
• Problem Solving: Identifies and analyses problems and distinguishes between relevant and irrelevant information to make logical decisions. Provides solutions to individual and organisational problems
• Written and Verbal Communication: Good written and verbal communication skills and an ability to communicate with people from diverse cultural, educational and professional background
• Assertive: Ability to calmly express views even under challenging circumstances and takes action and makes difficult decisions if necessary

• Initiative: Ability to work on own initiative, prioritise work, handle pressure and take day to day decisions on the running of the organisation
• Team work: Collaboratively works together with others so as to achieve a common purpose as opposed to working separately and competitively. This also involves building trust and respect among team members and supporting and encouraging team members