To act as an Executive Personal Assistant (EPA) to the Chief Executive Officer (CEO) by performing daily secretarial and administrative duties to ensure Effective and efficient functioning of the CEO Office for strategy delivery. Manages the CEO’s office agenda and end to end communication planning of the CEO’s office both internally and externally and in so doing maintain a high degree of confidentiality.

• Acts as a liaison between COE’s Office, EXCO and Strategy Office. Follows up on issues raised from various key stakeholder meeting (EXCO, Board, outside stakeholders and Strategy sessions) on behalf of CEO, assesses and recommends various courses of action based on meetings’ decisions
• Engages and follows up with strategic partners and departments to ensure timely submission of reports
• Assists in collating presentations and monthly reports from departments as well as annual financial returns and other reports
• Ensures the CEO’s office readiness for both EXCO and Board Meetings by ensuring that reports and board packs have been distributed to the members by the Strategy Office
• Develops a plan of schedule on behalf of and with the CEO for purposes of communicating and disseminating information to the whole group
• Initiate the planning of all staff meetings in collaboration with Strategy Office, HR and Marketing
• Ensures that all the planned stakeholder communications and requested meetings are conducted and concluded
• Facilitates first level communication from various stakeholders by intervening and directing the requests or queries to the correct unit and/or departments
• Responds to requests from various stakeholders on behalf of the CEO and compile response
• Participates in corporate meetings and acts as a Secretary to ensure proper documentation of minutes of the meetings (excluding EXCO and Board Meetings)
• Assist in preparing speeches, routine correspondence and reports on behalf of the CEO
• Receives, screens and responds promptly to all incoming mails, in coming/outgoing calls, enquiries and requests while ensuring all correspondences are treated and responded to swiftly
• Coordinates and categorizes the CEO’s incoming mail, email and faxes and ensures that all correspondence receives a reply.
• Maintains effective and comprehensive electronic & paper filing systems to ensure efficient flow of correspondences and documents
• Ensures that the CEO’s Office is well maintained and managed by coordinating all visits and ensuring that clients are properly attended to
• Works with Procurement Admin to provide all travel and protocol arrangements for the CEO
• Manages office admin expenses budget and approves in accordance with delegated authority.
• Manages and co-ordinates information flow in and out of the Chief Executive Officer’s office.
• Maintains a calendar of appointments, scheduling meetings, travel itineraries, and coordinates related arrangements for the CEO.
• Prepares succinct briefing notes for the CEO as necessary.
• Provides information to the CEO as requested.
• Ensures that both external and internal visitors have an appointment with the CEO. Refers unexpected visitors and callers to other members of the Executive Team as appropriate.
• Provides support that demonstrates the values of the company.
• Leave Management
• Strategic Support
• Secretarial and Administrative Support
• Culture
• Self-Management
• Manages the CEO’s Office
• Performance Management

Education

• A Degree in Business Administration or related field from a recognized institution.
• A Master’s postgraduate degree or professional qualification in Secretarial or Business Studies is an added advantage

Experience

• Five (5) years’ experience in secretarial office administration within the Executive Office

Requirements

• Knowledge of Business & Administration Procedures
• Customer-orientated
• Critical Thinking
• Problem Solving
• Planning and Coordination
• Excellent Administration and Secretarial Skills
• Excellent Verbal and Written Communication skills
• Analytical Skills
• Proficiency in Microsoft Office (Word, Excel, PowerPoint, Access Database Software)
• Basic Numerical Ability
• Team Management
• Ability to work under pressure
• Excellent interpersonal relationship skills
• Must be able to operate independently on a high level