Executive Assistant at Josiah Fidel Consulting

Job description

Provides administrative support at an executive level to the CEO. Handling office-management duties, making travel arrangements, handling calendar events, organizing reports and documents, answering phone calls, setting up meetings, screening visitors, scheduling; reviewing, prioritizing and responding to emails; answering and returning phone calls; organizing documents; maintaining records; taking notes at meetings and any other administrative tasks that help the CEO perform her duties effectively, and similar duties.

Job Responsibilities

• Providing high-quality support to the CEO.
• Managing and ensuring the smooth running of the CEO’s affairs such as organizing, scheduling, and maintaining information in an efficient way.
• Managing the schedules to enhance effective time management and coordinates activities, prioritizes appointments and reschedules where necessary.
• Managing, prioritizing, screening, and monitoring the CEO correspondence, including calls, emails, post, and fax to ensure they are dealt with appropriately.
• Collecting and researching information on assigned matters.
• Producing reports and statistical analyses as per the request of the manager.
• Acting as the point of contact among executives, employees, clients and other external partners.
• Managing information flow in a timely and accurate manner.
• Managing executives’ calendars and set up meetings.
• Making travel and accommodation arrangements.
• Organizing and maintaining the office filing system.
• Using analytical techniques in Excel to generate reports and perform analysis to provide insight into key decisions on price, cost, and return on investment.
• Automating reporting where possible to ensure up to the minute information is available across the business.
• Updates job knowledge by participating in educational opportunities; reading professional publications.
• Perform administrative duties and functions requiring confidentiality, initiative, and sound decisionmaking.
• Plan, schedule and coordinate meetings and all associated logistics, department and off-site meetings, external group other events.
• Coordinate travel arrangements for the Executives and process expense reports.
• Prepare agendas, make copies, set up room, coordinate with speakers, take, and type notes, order/pick up/layout refreshments, etc.
• Maintain confidentiality of all appropriate communications and documentation.
• Provide administrative assistance for the office to include filing, scanning, drafting letters, data entry and other misc. duties.
• Assist with preparing and processing reports
• Establish hard copy and electronic files as required
• Additional duties as assigned

Qualifications

• The ideal candidate possesses a B.Sc. in a relevant field
• Preferred Experience: 3+ or more year’s relevant administrative experience in an executive support/role at a high corporate level.
• Prioritizes tasks and meets deadlines with minimal supervision. Strong problem-solving.
• Independently explores and learns about the company, the role and how to get things done in a complex environment.
• Strong team player. Collaborates well with other staff. Willing to chip in and help in other areas.
• Experience and skill creating and organizing presentations and reporting for executive audience. Interviewing Skills, Professionalism, Organization, Teamwork.
• Excellent organizational and planning skills with attention to detail.
• Strong organizational and time management skills to stay on top of time sensitive projects and urgent requests, requiring a high level of flexibility and ability to execute quickly.
• Thinks ahead, minimizing potential problems. Proactive in identifying areas to improve.
• Effective verbal and written communication skills.
• Communicates openly and directly. Adjusts communication to level of audience. Responds professionally.
• Ability to handle highly confidential and technical material.
• Ability to work efficiently and handle multiple projects and tasks concurrently, in a fast-paced environment.
• Takes initiative to learn new systems and stay current in area of expertise.
• Knowledge of general office procedures (e.g., filing, correspondence, scheduling, expenses, calendar)
• Willingness and ability to provide excellent service to our managers and staff.

Competencies

• Proficient PC skills to include Microsoft applications (Outlook, Excel, PowerPoint, Word, and other
• business enterprise systems).
• Ability to work with High Speed and Accuracy

Qualities

• hardworking
• ⁠trustworthy
• ⁠ability to learn
• ⁠work under pressure
• ⁠broad and transferrable knowledge