Executive Assistant at Mutual Benefit Assurance

About the job

• The Executive Assistant to the Directorate will be responsible for providing comprehensive executive support services, administrative assistance and secretarial support to the Directorate. This role plays a crucial part in ensuring the smooth management and running of day-to-day affairs, optimizing time management, handling sensitive and complex issues with professionalism and objectivity, and taking initiatives as appropriate, particularly in the CEO's absence. The incumbent will contribute significantly to achieving overall corporate objectives through effective planning, coordination, and execution of tasks.

Responsibilities

• Provide high-level support to the Directorate in all administrative and secretarial matters, including but not limited to scheduling meetings, arranging appointments, managing calendars, and preparing agendas.
• Plan and organize the Director’s daily itinerary, ensuring all appointments, events, and tasks are scheduled efficiently. Set reminders and alerts to help the Director stay on track with their commitments.
• Handle various administrative tasks, maintain office supplies, and ensure the smooth functioning of the Director’s office. This may include managing incoming/outgoing correspondence, organizing files, and maintaining office equipment.
• Coordinate and manage travel arrangements for the Director, including booking flights, accommodation, ground transportation, and preparing travel itineraries.
• Manage and handle all incoming and outgoing correspondence with utmost confidentiality and professionalism, responding on behalf of the Director when required.
• Organize and coordinate board meetings, management meetings, and other official gatherings as directed by the Director. Prepare meeting materials, take minutes, and follow up on action items.
• Stand in for the Director during their absence, exercising managerial capacity and making decisions on their behalf as required.
• Maintain effective communication channels with various stakeholders, ensuring important information is conveyed accurately and in a timely manner. Assist the Director in their leadership responsibilities.
• Proactively identify challenges or potential issues and work towards finding solutions to overcome them, supporting the Director in decision-making processes.
• Exhibit high emotional intelligence in dealing with colleagues, clients, and other stakeholders, fostering positive relationships and a productive work environment.
• Demonstrate exceptional planning and organizational abilities to streamline tasks and optimize the Director’s time and resources effectively.

Qualifications

• Strong understanding of executive support services and administrative functions.
• Knowledge of time management techniques and ability to efficiently plan and schedule activities.
• Familiarity with office administration and organizational processes.
• Proficiency in handling travel arrangements and itinerary management.
• Knowledge of business communication and correspondence protocols.
• Understanding of board meeting and official meeting coordination procedures.
• Awareness of corporate objectives and the organization's overall goals.
• Familiarity with leadership principles and effective communication techniques.
• Problem-solving skills to identify challenges and find appropriate solutions.