Executive Assistant at Phillips Consulting

Job Responsibilities

•     Provide confidential secretarial support to all the partners and the COO including typing, formatting, preparation of documents and presentations;
•     Take calls and messages and assist with all other forms of communication between, to and from senior management;
•     Prioritise messages and appointments and ensure that urgent matters are dealt with promptly;
•     Arrange any partners’ and management meetings, ensuring that all equipment required is available, technical support on hand and appropriate refreshments organized;
•     In consultation with the partners and the COO ensure that all papers, documents, reports and presentations are prepared in time, and circulated prior to meetings where necessary or available at the meeting as required. This will include following up with other departments to obtain information for submission to the senior management;
•     Produce all records of meetings and any action required; be responsible for circulating these to relevant people, keep a record of the distribution list and update with action progress;
•     Maintain a recording system for all correspondence, documentation and presentations of all material produced, and ensure that all material is filed promptly and accurately;
•     Under the direction of the COO or the partners, assist with following up projects and action agreed at meetings or other authorized activities
•     Keep confidential all materials and matters which are handled within the Executive Assistant responsibility;
•     Undertake administrative and clerical tasks as required including copying, scanning, preparation documentation, drafting basic correspondence, dictation, maintaining some basic financial records;
•     Be available to undertake other confidential and support activities as are needed for the efficient functioning of senior management.

The successful candidate should:

•     Have at least 3-5 years’ experience;
•     Be technically proficient with advanced knowledge of Microsoft Word, Excel and Powerpoint;
•     Have touch typing skills with a typing speed in excess of 50wpm;
•     Have an organized and efficient working style;
•     Possess good grammatical and administrative skills;
•     Be able to communicate with different levels of personnel within a professional environment;