Executive Assistant at Imisi Partners

Job Description: Day-to-day running of the Director schedule. Provision of administrative support to the Director

Responsibilities

• Prepare and edit correspondence, communications, presentations and other documents
• Design and maintain databases
• File and retrieve documents and reference materials
• Conduct research, collect and analyze data to prepare reports and documents
• Manage and maintain executives' schedules, appointments and travel arrangements
• Arrange and co-ordinate meetings and events
• Record, transcribe and distribute minutes of meetings
• Monitor, screen, respond to and distribute incoming communications
• Answer and manage incoming calls
• Receive and interact with incoming visitors
• Liaise with internal staff at all levels
• Interact with external clients
• Co-ordinate project-based work
• Review operating practices and implement improvements where necessary
• Supervise, coach and train lower level staff

Education and Experience

• Usually at least 3 years experience providing support at a high level
• Proficient computer skills and in-depth knowledge of relevant software such as MS Office Suite
• Knowledge of standard office administrative practices and procedures
• Bachelors degree

Key Competencies

• Organizational and planning skills
• Communication skills
• Information gathering and monitoring skills
• Problem analysis and problem solving skills
• Judgment and decision-making ability
• Initiative
• Confidentiality
• Attention to detailand accuracy
• Adaptability

Responsibilities typically include a combination of administrative and managerial functions.

Schedule Management

Executive assistants are often responsible for scheduling. This may include setting up travel, meetings, speaking engagements and other appointments for the executives they are assigned to work with. In addition to making appointments, this may also involve ensuring there are no scheduling conflicts and making sure executives know where they need to be when.

 Office Management

Individuals who work as executive assistants often have office management duties. These responsibilities may involve overseeing the work of clerical and other administrative employees, as well as making sure that everything is in place for the office to function smoothly. Tasks may range from keeping up with office supply inventory to negotiating leases and purchasing agreements to approving vacation requests for clerical employees.

Communication Liaison

Executive assistants often manage the flow of information to members of the executive leadership team. They may screen phone calls, open and sort mail, and summarize reports and memos that are received before passing the information on to the people they assist.

Information Preparation

Executive assistants are often involved in preparing and formatting information for internal and external distribution. This may include writing letters and memos, compiling data for reports, creating computerized presentations, writing reports, transcribing dictation, editing, proofreading and other information preparation duties.

Records Management

Maintaining company records sometimes falls under the scope of executive assistant duties. They may be responsible for setting up and managing both electronic and paper filing systems, as well as taking steps to maintain that the company is in compliance with all applicable record-keeping requirements.

Data Analysis

People who work as executive assistants are often involved in data analysis, using a combination of computer and critical thinking skills. For example, while top-level executives are accountable for ensuring that the company is meeting its overall financial goals, in many cases it is the assistant who carefully analyzes financial data and creates reports that identify areas of concern the executive may need to focus on.

MIN QUALIFICATION:

Bachelor's Degree/HND