Executive Assistant at Still Earth Construction and Realty

Roles & Responsibilities:

• Keep abreast of all schedules of the Chief Executive and manage same for optimal efficiency.
• Scheduling of meetings with respect to necessary invite, venue, timing, and other plans for excellent execution should be a priority.
• Perform excellent secretariat functions such as taking minutes during meetings and ensure the review and final copies are circulated and signed accordingly.
• Taking dictation and other instructions from the Chief Executive, writing them up subsequently, and following up with appropriate action.
• Responding to inquiries on behalf of the Chief Executive and the Company as may be directed from time to time.
• Maintain comprehensive and accurate records of all minutes, project documents, memos etc.;
• Ensure they are well filed appropriately, kept safe and secured as well as being able to access when required.
• Monitoring and facilitating payments for Chief Executive’s personal and project related transactions.
• Coordinate the hiring process of domestic staff and other staff of the Chief Executive’s household.
• Have oversight functions over the activities of domestic staff and every personnel of the Chief
• Executive’s household for the purpose of ensuring efficient service delivery.
• Facilitate any internal or external request as may be required by the Chief Executive from time to
• time and ensure timely redemption/repayment for optimal results or avoidable deficit in not incurred.
• Liaise with external lawyers and other professionals on behalf of the Chief Executive and ensure necessary action is taken without any delay.
• Reviewing and summarizing legal and other documents for the Chief Executive.
• Welcoming visitors and identifying the purpose of their visit before directing them to the Chief Executive.
• Handle the payroll for domestic staff and ensure payments are made on the due date.
• Draft, review and send communications on behalf of Chief Executive.
• Answer and respond to phone calls, communicate messages and information as appropriate to the Chief Executive.
• Manage all Chief Executive’s accounting transactions and produce summarized position of financial position from time to time.
• Prepare weekly, monthly, and yearly budget planning and control for the Chief Executive’s personal transactions.
• Produce reports and presentations as may be required in a prescribed manner.
• Make travel and accommodation arrangements and detailed travel itineraries for the Chief Executive.
• Monitor daily expenses and prepare weekly, monthly, or quarterly reports.
• Conduct and review the performance appraisal of domestic/household personnel and recommend appropriate necessary action.
• Weekly and monthly reconciliation of the Chief Executive’s personal accounts and attending to all banking related matters.
• Ensure cost monitoring, cost cutting and minimization of waste.
• Management of resources, creation of wealth and advise on investment opportunities.
• Ensure adherence to processes and procedures as well as systems management of the group.

Skills and Qualifications

• BSc in Accounting, Finance, or any relevant degree.
• Minimum of 7 years' experience in Accounting, Finance, Auditing, Banking, or related fields.
• Additional certification (ICAN, ACCA or equivalent) is a plus
• Experience as an Executive Assistant or Technical Assistant is an added advantage
• Excellent written and verbal communication skills
• Ability to relate to top management and upper echelon individuals.
• Time-management skills
• Ability to pay attention to detail
• Discretion and confidentiality
• Organization skills
• Ability to multitask
• Excellent MS Office knowledge
• Interpersonal skills