Executive Assistant to the Chief Operating Officer (COO) at iRecruiters Africa Limited

• The Executive Assistant will act as a channel of timely and accurate communication between the COO and other key executives of the Company/clients. S/he will also be responsible for following up and or driving selected projects & initiatives and providing high-level secretarial support to the COO by prioritizing and promptly responding to emails and phone calls, preparing presentation slide decks and speeches, and related duties.

Responsibilities:

• Manage and monitor the COO’s appointments, calendar, upcoming commitments, and travel arrangements to ensure the COO’s schedule is efficient and organized.
• Act as the primary point of contact between the MD and other key executives: screening visitors, telephone calls, inquiries, and requests - handling such and escalating when appropriate.
• Pro-active planning of the COO’s schedule via effective Diary Management
• Reply and review all forms of correspondence based on the instruction of or on behalf of the COO, appropriately routing correspondence, drafting error-free letters & documents, memos, and other communications on behalf of the COO.
• Maintain the accuracy, confidentiality, and quality of all forms of filing and database/information management as relevant to the MD.
• Assist the COO in preparing for meetings time by reading, researching, collating, and analyzing needed information and data, assisting with the preparation of presentation materials, ensure the COO is well-prepared and possesses the relevant information and documentation to guarantee the COO’s optimal effectiveness at meetings.
• Set up and maintain an Annual Calendar of meetings and events across the Business.
• Managing the practical and administrative requirements for organizational meetings as required, including booking and preparation of appropriate internal or external venue(s), sourcing requisite furniture, equipment, refreshments, and entertainment where appropriate
• Take accurate minutes at various meetings and disseminate Action Points and Minutes to meeting attendees.
• Respond to all e-mails promptly (same day where possible), including monitoring the COO’s e-mails and responding where appropriate.
• Answer incoming phone calls or return any missed calls promptly. Monitor the COO’s missed calls and actions on behalf of the COO, providing a brief where/when appropriate.
• Organize all travel logistics for the COO as required.
• Consistently represent the Office of the COO in a professional light to internal and external clients.
• Any other duties as may be assigned to the position.

Requirements

• Minimum of a Bachelor’s Degree in any relevant discipline.
• Minimum of 5 years in a dynamic and fast-paced environment. Previous experience supporting a Senior executive/COO is highly desirable.
• Attractive & well-dressed.
• Excellent written and verbal communication skills
• Excellent interpersonal and strong time management skills
• Highly Organized, detail and result-oriented
• Discrete and diplomatic, with a strong ability to manage confidentiality.
• Very comfortable using various video conferencing tools and the typical tools of the MS Office.
• High Energy & Enthusiasm
• Strong communication and negotiation skills with a good ability to build relations with employees and vendors
• Passion to perform and excel
• High ownership & accountability
• People sensitivity with high emotional quotient
• Strategic and proactive; excellent critical thinking ability
• Strong influencing and Organizational skills with business-oriented thinking