Executive Assistant at Dunn & Braxton

Job Summary
The Executive Assistant is responsible for proactively providing timely, well-organized and professional administrative, logistic and secretarial support to the Office of the CEO.

Responsibilities

• Manage and monitor CEO’s appointments, calendar, upcoming commitments and travel arrangements to ensure the CEO’s schedule is efficient and organized.
• Act as the primary point of contact for the CEO: screening visitors, telephone calls, enquiries and requests - handling such and escalating when appropriate.
• Pro-active planning of the CEO’s schedule via effective Diary Management on behalf of the CEO.
• Reply and review all forms of correspondence based on the instruction of or on behalf of the CEO, appropriately routing of correspondence, drafting error-free letters & documents, memos and other communications on behalf of the CEO.
• Maintain the accuracy, confidentiality and quality of all forms of filing and database/information management as relevant to the Office of the CEO.
• Assist the CEO in preparing for meetings time by reading, researching, collating and analyzing needed information and data, assisting with preparation of presentation materials, ensure the CEO is well-prepared and possesses the relevant information and documentation to guarantee the CEO’s optimal effectiveness at meetings.
• Set up and maintain Annual Calendar of meetings and events across the Business.
• Managing the practical and administrative requirements for organizational meetings as required, including booking and preparation of appropriate internal or external venue(s), sourcing requisite furniture, equipment, refreshments and entertainment where appropriate.
• Take accurate minutes at various meetings and disseminate Action Points and Minutes to meeting attendees.
• Respond to all e-mails in a timely manner (same day where possible), including monitoring of the CEO’s e-mails and responding where appropriate.
• Answer incoming phone calls or return any missed calls in a timely manner. Monitor CEO’s missed calls and action on behalf of the CEO, providing a brief to the CEO where/when appropriate.
• Organize all travel logistics for the CEO as required.
• Consistently represent the Office of the CEO in a professional light to internal and external clients.
• Any other duties as may be assigned to the position.

Requirements

• Bachelor's Degree in any field from a reputable Institution.
• Masters’ Degree in Business Administration (MBA) will be an advantage.
• Experience working in a similar role in either Federal, State or Local Government parastatals would be an added advantage
• 3 - 4years cognate experience in a similar role in a well-structured organization.
• Excellent communication, listening, writing and research skills.
• Great organization skills and rapt attention to details.
• Outstanding leadership skills.