Executive Assistant to the Managing Director at Omar Gardens Floral Company

Details:

As an Executive Assistant to the Managing Director, You will be working closely with the Managing Director on a daily basis, providing administrative support, on a one-to-one basis. Your job will be to help the Managing Director by making the best use of her time by dealing with the administrative tasks.

You will need extensive knowledge of the organization, including the company's aims and objectives. You will be expected to know names, numbers and contacts for all the major clients and suppliers that the Managing Director works with.

Discretion and confidentiality are therefore essential attributes you must display in all your activities.
 

Responsibilities:

You will often act as Managing Director's first point of contact with people from both inside and outside the organization. Typical work activities include:

• Screening enquiries and requests and handling them when appropriate
• Meeting and greeting visitors at all levels of seniority.
• Organizing and maintaining diaries and making appointments;
• Dealing with incoming email often corresponding on behalf of the Managing Director
• Taking dictation and minutes.
• Managing projects
• Carrying out background research and presenting findings
• Producing documents, briefing papers, reports and presentations
• Organizing and attending meetings and ensuring Managing Director is well-prepared for meetings
• Liaising with clients, suppliers and other staff;
• Handling tasks efficiently in the absence of the Managing Director.
• Deputizing for the Managing Director, and delegating work to others in his absence;
• Devising and maintaining office systems, including data management, filing, etc
• Arranging travel and accommodation and, occasionally, travelling with Managing Director to take note or dictation at meetings or to provide general assistance during business trips.

Education &  Experience

• B.SC in management or other social science related fields
• Minimum of 2 years working experience in the same position
• Experience in administrative, project and hotel management will be an added advantage.

Skills

• Maturity
• Efficient and Effective
• Discrete
• Proactive
• Excellent communication skills (written, spoken English and presentation)
• Computer literate
• Flexible
• Self-motivated
• Organised
• Multitasking