EXECUTIVE ASSISTANT

To Manage, Coordinate and Execute various administrative functions of the designated Chiefs Office and execution of any other task entrusted by the Line Manager.

This professional role shall be presented at middle and senior management forums and will be dealing with both Internal colleagues and external Visitors / Stakeholders on behalf of the Line Manager and the management team.

Provide professional assistance to Line Manager and team members and is often trusted with complex duties and sensitive information, producing reports & presentations.

In addition to general administrative work, this role is in charge of scheduling meetings, taking minutes during sessions and following up with Dept's executive leadership.

Responsible to ensure the smooth-running of the office by working on a one-to-one basis and being the point of contact with the Management, but also on a wider basis with internal and external clients.

MAIN DUTIES

• Maintenance of records for future audits in line with Documents Retention Policy.
• Coordinate Project Management activities for related projects and act as single point of contact for the division.
• Office Administration and Documentation Management :
• Support Line Manager in daily administrative and operational activities.
• Review of updated Manuals at periodic intervals to verify its relevance and for future audit purposes.
• Establish Office administrative procedures and implement approved best practices.
• Maintain a good database and all relevant files of various communications received and sent to various Internal & External parties from CXXO Office.
• Execute effective required controls over incoming and outgoing emails, letters, circulars, memos, SOPs and Manuals relevant to CXXO Office functions.
• Administer circulation of circulars to relevant distribution list parties.
• Support Line Manager with draft letters concerning department subjects.
• Department related HR matters.
• Maintaining the current filing and database system and looking for ways to improve the current systems.
• Reports and Database Management :
• Collect relevant data from departments for submission of necessary reports to senior management.
• Organize, collect and compile reports that are received on an adhoc basis when requested by CEO Office and / or various internal / external stakeholders.
• Other adhoc reports as requested by executive management in a timely manner.
• Management of Meetings / Conferences / Workshops :
• Plan, manage and organize meetings / conferences and travel plans for Line Manager.
• Prepare relevant presentation material in terms of concepts, processes and documents as desired by Line Manager in close consultation with the senior Leadership team.
• Prepare and coordinate follow-up actions within department team as directed by Line Manager.
• Organize and coordinate the end-to-end activities for various team workshops.
• Skilled Support / Other tasks :
• Professional assistance to senior management members within the team.
• Execution of complex duties as entrusted by CXXO and dealing with sensitive / confidential information pertaining to business with high levels of integrity.
• Ensure compliance and adherence to organization policies by all departments and bring to the notice of CXXO of any deviations.

Education & Experience

Bachelors Degree holder

Should have a total experience of 5 years in a similar role and knowledge.

About Application Process

If you meet the criteria and you are enthusiastic about the role, we would welcome your application. To complete the application you would need the following document(s) :

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