Executive Assistant to the Directors at UNOCASA Limited

Gender: Female

Primary Job Purpose

• Executive Assistant to the Directors will serve as the Primary Point of Contact (PPC) for internal and external as well as personal matters pertaining to the Office of the Managing Director.
• The Executive Assistant will also serve as a liaison to the board of directors and senior management teams; organize and coordinate and oversee special projects. She will exercise good judgment in a variety of situations and maintain a realistic balance among multiple priorities.
• She will also work independently on projects, from conception to completion, and handle a wide variety of activities and confidential matters with discretion.

Duties & Responsibilities
Executive Support:

• Completes a broad variety of administrative tasks for the Directors, managing an active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for meetings.
• Organising and meetings and ensuring the Directors are well prepared for meetings by ensuring that all schedules are met in timely manner.
• Plan, coordinate and ensure the Director’s schedules especially that of the MD/CEO is efficient
• Directly supervise personal as well as all administrative staff assigned to the Managing Director.
• Receiving visitors at all levels of seniority.
• Provide a bridge for smooth communication between the Director's office and internal departments; demonstrating leadership to maintain credibility, trust and support with management staff.
• Assist in providing leadership while building relationships crucial to the success of the organization, and manages a variety of special projects for the Directors.
• Streamline approval requests to the Managing Director and ensure proper staff work precedes submission of same.
• Manage Company Procurement and Store to ensure that proper records are kept and procedures followed for goods supplied and released from store.
• Ensures that the Director's bio is kept updated and responds to requests for materials regarding the Managing Director and the organization in general
• Manage contacts to conduct up-to-date database entry, track VIP relations and correspondence; facilitate relationships by familiarizing him/herself with various life events (such as birthdays, and other major milestones)
• Update the Directors especially the Managing Director on information deemed relevant to the industry by way of competition or new government regulations.

General Support:

• Devising, maintaining and managing office systems including data management and filing.
• Maintain physical and electronic office filing systems for the Directors
• Sets-up staff meetings, maintain electronic staff calendars and organize team events
• Other responsibilities include: Directly supervise the Administrative Assistant, interview, make hiring recommendations, and train employees; plan, assign, and direct work; appraise performance; address complaints and resolve problems
• Any other role as assigned by Management.

Requirements

• B.Sc in any Social and Management related courses
• Minimum of 5 years experience as an Executive Assistant in any sector
• Must be a female
• Good organizational, creative and coordinating skills.
• Excellent Planning skills.
• Good analytical and numerical skills.
• Ability to be accurate and pay attention to detail
• Computer literate
• Ability to prioritize work and work under pressure.
• Excellent time management skills.
• Great verbal and written communication skills.
• Professional discretion.
• Ability to work without supervison
• Leadership skills.