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About the Role: We are looking for a highly organized and proactive Executive Assistant to support our President & CEO. This role combines secretarial, administrative, and coordination duties to ensure smooth office operations and optimal time management for top leadership.

KEY RESPONSIBILITIES

• Executive Assistance
  • Provides full secretarial and administrative assistance including organizing and managing the calendar, making and arranging appointments, sending out invitations and reminders, preparing and monitoring the expenses.
  • Optimizes time management for the President & CEO along with ensuring his attendance for all key meetings.
  • Screens all phone calls and emails and follows-up when necessary.
  • Handles confidential information and maintains the security of records and files.
  • Prepares travel arrangements in a time-efficient manner.
  • Supports, coordinates and collaborates on special projects.
  • Follows-up with external organizations for meetings, updates and documentation as directed.
  • Coordinates communication with the external stakeholders on behalf of the President & CEO when required.
• Administrative Assistance
  • Provides support on documentation like transcribing, typing, formatting and proofreading.
  • Provides complete correspondence services to ensure that all mails are dealt with efficiently.
  • Provides logistical support for meetings and travel arrangements.
  • Coordinates meetings including maintaining minutes.
  • Establishes and maintains records and filing systems, manages stationery and ensures efficient office operations.
  • Provides periodic updates on critical events and emergencies in the office.
  • Works independently to ensure closure and timely maintenance of responsibilities.
• Self-Management Responsibilities
  • Defines performance goals at the start of the year in discussion with the reporting manager and ensures that the goals are achieved during the course of the year.
  • Identifies the training and development requirements for self and agrees on them with the reporting manager to ensure that the required trainings are arranged and attended.
  • Strives to achieve the highest levels of proficiency on all the competencies and skills required to perform the role.
  • Keeps abreast of professional developments, new techniques and current issues through continued education and professional growth.

Performs other responsibilities and tasks as directed by President and CEO in order to meet Sector objectives.

MINIMUM QUALIFICATIONS, EXPERIENCE, SKILLS & COMPETENCIES

• Qualifications
  • Bachelor’s degree in business administration discipline or equivalent.
• Years of Experience
  • Minimum of 3 – 5 years of relevant experience.
• Nature of Experience
  • Prior experience in an secretarial role assisting a top executive.
• Job Specific Skills
  • Advanced written and oral communication skills.
  • Good calendar management skills.
  • Schedule management skills.
  • Good organization and planning skills.
  • Basic MS Office skills.
  • Good command of written and spoken English is essential.

ORGANIZATIONAL AND FUNCTIONAL COMPETENCIES

• Organizational Competencies
  • One Team
  • Achievement Orientation
  • Customer Focus
  • Professional Communication
  • Time Management