Executive Assistant at HR-on-Wheels

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• Provide historical reference by developing and utilizing filing and retrieval systems and recording meeting discussions.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.