Executive Assistant to the MD/CEO at Westfield Consulting

Purpose/Job Dimension

The job role is pivotal in providing comprehensive administrative and technical support to the MD/CEO. The ideal candidate should possess a blend of administrative expertise, strong technical skills, and exceptional communication abilities to streamline operations and enhance productivity within the company.

Key Roles and Responsibilities

• Complete a broad variety of administrative tasks for the CEO including managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence, arranging complex and detailed travel plans, itineraries, and agendas; compiling documents for travel-related meetings etc.
• Coordinate and organize internal and external communications, emails, and other correspondences.
• Prepare reports, presentations, and documentation for executive meetings and presentations.
• Handle sensitive information with the highest degree of confidentiality and discretion.
• Provide technical support to the technical team and executives, including troubleshooting software, hardware, and other IT-related issues.
• Assist in the implementation and maintenance of technical systems and software applications.
• Serve as a liaison between technical staff and other departments to ensure seamless communication and cooperation.
• Support project management activities by maintaining project documentation, tracking deadlines and facilitating team collaboration.
• Contribute to the organization and coordination of technical projects, ensuring deadlines and milestones are met efficiently.
• Organize and manage electronic files, documents, and databases to ensure accessibility and accuracy.
• Maintain an inventory of technical equipment and resources, ensuring proper functionality and availability.
• Assist in the preparation and coordination of technical meetings, including agenda creation, material distribution, and post-meeting follow-ups.

Required Skills and Competencies    

• Proven experience as an executive assistant or in a similar administrative role, with a background in technical support being highly desirable.
• Proficiency in technical skills, including knowledge in IT systems, software and troubleshooting techniques.
• Exceptional organizational and time-management skills, with the ability to multitask and prioritize tasks effectively.
• Strong communication skills, both written and verbal, with the ability to interact effectively with diverse teams and stakeholders.
• High level of confidentiality and discretion when dealing with sensitive information.
• Good written and verbal communication.
• Ability to exercise diplomacy, discretion, and maintain confidentiality.
• Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment.
• Forward looking thinker, who actively seeks opportunities and proposes solutions.

Experience and Qualifications    

• A first Degree from a reputable higher institution.
• A minimum 3 years of experience in a similar role.
• Experience supporting C-Level Executives, preferably in a bank or financial service industry.

Key Performance Indicators    

• Speed of response to emails
• Number of grammatical or style errors in email correspondence and draft documents
• Timeliness of delivery of meeting agenda to stakeholders
• Efficiency of document filling
• Efficiency of the CEO in meeting his targets