Executive Assistant at Human Capacity Development Consultants (HCDC)

Job Responsibilities

• Assist the Managing Director in planning and developing strategy in line with organizational goals and assist the M.D in decision making 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
• 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.
• 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 as well as take minutes and actions at Board and other meetings, communicating documented minutes in a timely manner
• Review & proffer advice on correspondences requiring the Managing Director’s signature.
• 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 as well as assist with the tracking and monitoring of the budget for the office

Qualification, Minimum Experience and Skills

• Minimum of B.Sc from a numerate discipline (Accounting/Finance) from a reputable institution.
• At least 5 years of working experience as a personal assistant or executive assistant to the MD/CEO.
• Excellent interpersonal skills, including experience building relationships with internal and external stakeholders.
• Sound judgment, a high degree of professionalism, and the ability to maintain confidentiality
• Must be detail oriented, results-oriented, able to multi-task and work in a fast paced environment.
• Good working attitude, mature personality and able to work under minimum supervision
• In-depth knowledge and proficiency of MS Office (Outlook, Excel, Word and PowerPoint)