Executive Assistant
1 week ago
Job Purpose: To provide the executive director with day-to-day administrative support including diary and schedule management and to ensure the office is running smoothly by overseeing business administration required.
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**Responsibilities**:
- Reporting to senior management and performing executive assistant and administrative duties.
- Typing, formatting, and editing reports, documents, and presentations.
- Entering data, maintaining databases, and keeping records.
- Liaising with internal departments, answering calls, and making travel arrangements.
- Managing internal and external correspondence on behalf of senior management.
- Scheduling appointments, maintaining an events calendar, and sending reminders.
- Copying, scanning, and faxing documents, as well as taking notes.
- Preparing facilities for scheduled events and arranging refreshments, if required.
- Ordering office supplies and replacements, as well as managing mail and courier services.
- Observing best business practices and etiquette.
- Overseeing the general office operation.
- Greeting visitors, answering a high-volume of incoming phone calls and delivering world-class service to our customers.
- Coordinating appointments and meetings and managing staff calendars and schedules.
- Supervising, mentoring, training, and delegating assignments to ensure maximum productivity.
- Coordinating domestic and international travel, including flight, hotel, and car rental reservations.
- Purchasing office supplies and equipment and maintaining proper stock levels.
- Producing reports, composing correspondence, and drafting new contracts.
- Creating presentations and other management-level reports.
**Minimum Requirements**:
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- Grade 12 with Certification in secretarial work, office administration, or related training.
- 1-2 years of experience as a Personal Assistant would be advantageous.
- Extensive experience in creating documents and spreadsheets, using office software such as MS Word, Excel, and PowerPoint.
- Advanced typing, note-taking, recordkeeping, and organizational skills.
- Ability to manage internal and external correspondence.
- Working knowledge of printers, copiers, scanners, and fax machines.
- Proficiency in appointment scheduling software such as MS Outlook, as well as call forwarding.
- Excellent written and verbal communication skills.
- Exceptional interpersonal skills.
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