Executive Assistant - General Managing Director at Phillips Consulting

Role Purpose Statement: 

The Executive Assistant will provide high-level administrative support to the Group Managing Director. The aim is to ensure that these functions are carried out effectively and efficiently, in harmony, and in accordance with applicable statutory regulations and the company’s operational standards and policies.

Main Accountabilities

Leader Support:

• Initiate daily touch base meetings whether in person or virtually to confirm the day’s priorities, clarify assignments, and resolve open issues.
• Ensure the office of the GMD is organized, on time, and well-prepared for whatever lies ahead.
• Help increase executive productivity by 20% by taking on assignments and projects.
• Meeting Preparation and Implementation:
• Research and filter information or pre-reads for the GMD.
• Flawless execution of pre-meeting, meeting proper, and post-meeting stages.
• Post meeting: holds a debrief with GMD to capture action items, follow-up items, and calendar dates.

Appointment Coordination

• Allows adequate time between appointments when planning.
• Gathers necessary information related to appointment (contact information, venue, and other relevant information.)
• Looks at the calendar from a holistic perspective for better planning.
• Office Communication:
• Writes clear, concise correspondence.
• Proofreads all material for errors, omissions, and consistency.
• Adept at delivering difficult messages in a tactful manner.

Teamwork and Collaboration:

• Networks across the organization.
• Applies emotional intelligence by facilitating situations for a positive outcome.

Required Skills / Abilities

• Excellent verbal and written communication skills.
• Excellent organizational skills and attention to detail.
• Excellent time management skills with a proven ability to meet deadlines.
• Ability to function well in a high-paced and at times stressful environment.
• Extensive knowledge of office administration, clerical procedures, and recordkeeping systems.
• Able to type a minimum of 50 words per minute.
• Extremely proficient with Microsoft Office Suite or similar software with the ability to learn new or updated software.

OTHER REQUIRED COMPETENCIES

• Administrative
• Document Management Database Administration Information Monitoring
• Negotiation
• Efficiency
• Confidentiality
• Multi-tasking
• Visionary
• Analytical Thinking
• Interpersonal relationship
• Effective Communication and Skills
• Relationship Management
• Negotiation ability
• Design ability

Key Performance Indicators (KPI's)

• % of the Number of breaches of confidential executive movements recorded in the year
• Time is taken to organise all business meetings and communicate to beneficiaries
• Percentage cost over run on expenses incurred by staff that go unreported within a quarter
• Timely processing of GMD’s requests and Directorate’s requests to the GMD.

Requirements

EDUCATION, EXPERIENCE & TECHNICAL SKILLS

• Work experience as an Executive Assistant, Personal Assistant or similar role within 3 – 5 years.
• Excellent MS Office knowledge
• Outstanding organizational and time management skills
• Familiarity with office gadgets and applications (e.g. e-calendars and copy machines)
• Excellent verbal and written communications skills
• Discretion and confidentiality
• First Degree in any Social Science Field
• Master’s Degree or any equivalent will be an added advantage