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  • Posted: Feb 22, 2021
    Deadline: Feb 25, 2021
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    HR-on-Wheels is the premier one-stop shop for all HR needs of your startup and SMEs. We understand the importance of laying the right foundation for your people strategy and thus tailored our offering to cater to the piecemeal and bespoke needs of your organisation. Who we are: Consortium of HR professionals providing HR services to startups, small and me...
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    Executive Assistant

    Principal Duties and Responsibilities

    • Conserves executive’s time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analysing information; and initiating telecommunications.
    • Manage professional and personal scheduling, including agendas, mail, email, calls, travel arrangements, client management, and travel.
    • Prepares reports by collecting and analysing information
    • Act as a liaison and first point of contact with internal and external clients, interacting with them in a professional and timely manner:
    • Respond to information requests, preparing the necessary documentation and ensuring follow-up actions; and
    • Meet with people of interest and other important associates of the company on behalf of the Senior Partner. 
    • Conduct research; prepare reports and presentations on behalf of the executive. 
    • Relieve the Senior Partner of administrative details including but not limited to: efficient filing system, production and distribution of documents, stationery supplies, telephone management, receiving of visitors, complaints resolution in a timely and courteous manner.
    • Keep all Company projects on schedule and coordinate workflow of all parties involved in execution.
    • Represent the executive by attending meetings in the executive’s absence and speaking for the executive.
    • Maintain the executive’s confidence and protects operations by keeping information confidential.
    • Provide historical reference by developing and utilizing filing and retrieval systems and recording meeting discussions.
    • Maintain office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies; and verifying receipt of supplies.
    • Maintain professional and technical knowledge by attending educational workshops, reviewing professional publications, establishing personal networks, and participating in professional societies.
    • Contributes to overall team effort by accomplishing related tasks.
    • Complete expense reports after every trip and reconcile with finance department.
    • Perform other duties that may be assigned by the Senior Partner.

    Competencies and Skills

    • High levels of initiative, flexibility, and responsiveness:
    • Strong time-management skills and the ability to organize and coordinate multiple projects at once.
    • Ability to learn and adapt quickly, while facing continuously changing demands.
    • Outstanding interpersonal and communication skills:
    • Ability to communicate clearly, both in writing and verbally, in order to build trust and cultivate relationships with clients, co-workers, and the executive;
    • Impeccable and professional phone demeanour;
    • Excellent interpersonal skills and engaging personality in order to foster and maintain positive relationships; 
    • Analytical and problem-solving skills:
    • High levels of honesty, discretion, and integrity:
    • Trustworthy enough to handle sensitive/confidential information; and being able to comprehend and act on complex, sensitive matters.
    • Exceptionally resourceful, self-sufficient, punctual, and reliable.

    Qualification  & Requirements

    • Minimum BSc/BA/HND Business Administration
    • Minimum 2-3 years post qualification experience at least 2 years in a similar position providing confidential secretarial and administrative duties at an executive level
    • Proficiency in the use of Microsoft Office tools and other office productivity tools, with aptitude to learn new software and systems.

    Method of Application

    This job has expired. Application is no longer allowed

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