Executive Assistant at Human Capacity Development Consultants (HCDC)

Qualification, Minimum Experience and Skills:

• Minimum of a B.Sc from a reputable institution
• At least 10 years of working experience as a personal assistant, executive assistant and other related roles such as admin and office support
• Excellent interpersonal skills, including experience building relationships with internal and external stakeholders
• Self-starter with ability to get up to speed quickly and work effectively with little direction or supervision
• Sound judgment, a high degree of professionalism, and the ability to maintain confidentiality
• Excellent analytical and problem solving skills are a must.
• Must have strong proofreading skills. Must have strong presentation, verbal and written communication skills.
• Must be detail oriented, results-oriented and be able to multi-task and work in a fast paced environment.
• Must work well under pressure, excellent organizational abilities, set and meet deadlines, be able to manage several priorities in a day; must be dependable, adaptable, creative and self-motivated.
•  Ability to handle and maintain the confidentiality of highly sensitive information.
• Good working attitude, mature personality, team player and able to work under minimum supervision
• In-depth knowledge and proficiency of MS Office, including Outlook, Excel, Word and PowerPoint

Job Responsibities

• Assist the Managing Director in planning and developing strategy in line with organizational goals
• Enable remote decision making for the MD by acting as stand-in in his absence and providing feedback
• Follow up with potential counterparties/unit heads to pursue new business relationships
• Prepare correspondence on behalf of the MD, including the drafting of letters and replies
• Review and summarize miscellaneous reports and documents; prepare background documents and outgoing mail as necessary
• Receive correspondence for MD’s office from staff members and distribute correspondence from MD’s out tray to staff members, ensuring 24 hours turn-around time
• Assist in preparing meeting agendas, documents and draft minutes of meetings as necessary
• Work closely with and provide executive assistant support for the Managing Director and members of the Board
• Provide and maintain an administrative service to support Board, Board Committees and such other meetings
• Take minutes and actions at board and other meetings, communicating documented minutes in a timely manner;
• Assist  the M.D with on-going projects by writing research or reports
• Review & proffer advice on correspondences requiring the Managing Director’s signature.
• Dispatch treated/untreated correspondences internally/externally, as appropriate.
• Ensure the office of the Managing Director interfaces smoothly with internal/external stakeholders by carrying out the following: creating, managing, organizing & updating mailing lists for the office of the Managing Director on MS Outlook
• Managing & updating the Managing Director’s Portal on the intranet, ensuring that information made available on the portal is constantly updated, well organized for easy access/retrieval & support effective knowledge management, amongst others
• Provide appropriate answers to enquiries from external parties or direct as appropriate.
• Manage, update & maintain a confidential document management/filing system for the Managing Director’s office
• Assist with the tracking and monitoring of the budget for the Managing Director’s Office.
• Write letters and memos, compile data for reports, create presentations, write reports, transcribe dictation, edit and proofread.
• Perform any other tasks as requested by the Managing Director