Executive Assistant at Integrated Corporate Services - ICSL

Job Descriptions

• The job purpose is to provide comprehensive and proactive support to the Head of Function on a wide range of complex administrative activities whilst prioritizing and taking personal responsibility for all activities undertaken in order to enhance effectiveness.
• This role will also be responsible for different day-to-day function duties.

Essential Responsibilities

• Manage the work schedule (calendars, visits and work plans) for the Functional Head to ensure optimal use of time and resources.
• Develop and implement reports, memos and other analysis and communication materials for internal and external use using the Microsoft office suite (Word, Excel & PowerPoint).
• Co-ordinate meetings and engagements for the Functional Leadership Team Provide an effective and efficient administrative service to a high level of competency.
• Perform routine transactions such as cash advance, expense statements and retirements as required.
• Using electronic calendars, the jobholder will be responsible for the maintenance of diaries, reviewing and responding to electronic mail for the Functional Head as required.
• Create Purchase orders for the function and following through to ensure vendor payments are made.
• Expense claims and retirements for Function head and Leadership team.
• Execute other specific duties that may be assigned from time to time to achieve efficient administration.
• Ensure daily POs are done.
• Supports operations team in closing overdue/open orders.

Protocol/Events Co-ordination:

• Responsible for organizing extensive global travel arrangements for the Functional heads and other Regional visitors- transportation, hotels, letters of Invitation and visas in place.
• Provide support to the Function in coordinating/Organizing conferences (local and global), trainings, workshops and team-build events with professionalism.
• General Administration / Organizing Administrative Tasks: Flight bookings and accommodation bookings for external and internal stakeholders.

Records Management:

• Ensure Files (electronic and hard copies) and Information management systems are aligned with Records Management guidelines
• Ensuring that records are kept in line with BAT Records Management guidelines.

Knowledge, Skills and Experience

• 5 years of work experience in a similar role in a leading corporate organization would be an added advantage.
• B.Sc/BA in any field.
• Solid secretarial and administrative skills, including excellent verbal and written communication.
• Applicants must possess very good working knowledge of Word, Excel, and PowerPoint.
• The job also demands a person with excellent interpersonal & communication skills and a flair for preparing complex reports and paperwork in English and French.
• Good command of software packages, ability to work with new packages and undertake basic database administration.