Executive Assistant at Westfield Consulting

Responsibilities

• Complete a broad variety of administrative tasks for the Managing Director including managing an extremely active calendar of appointments, plan, coordinate and ensures the Managing Director’s schedule is followed and respected; acts in a “gatekeeper” capacity, creating win-win situations for direct access to CEO’s time and office.
• Composing and preparing correspondence; monitors and responds to emails; researches required information or background on organizations and individuals.
• Sets up meeting files, scheduling and calendaring meetings, sets meeting agendas, setting location, time, and appropriate duration, identifying, inviting and confirming participants, facility arrangements where required.
• Prepare travel arrangements, expense reports, and all items needed to ensure the Managing Director’s successful focus on external relations and organizational growth.
• Research, prioritize, and follow up on incoming issues and concerns addressed to the Managing Director, including those of a sensitive or confidential nature. Consult with the CEO in determining appropriate course of action, referral or response.
• Provide a bridge for clear communication and maintain credibility, trust and support between the office of the Managing Director and staff.
• Draft acknowledgement and thank you letters, personal correspondence, and other tasks that facilitate the CEO’s ability to effectively lead the organization.
• Prioritize conflicting needs; handle all matter expeditiously, proactively, and follow through on projects to successful completion, often with deadline pressures.
• Manage the Managing Director’s office ensuring the proper documentation and record keeping on behalf of the CEO.
• Filter general information, queries, phone calls and invitations to the MD by redirecting or taking forward such contact as appropriate.
• Ensure the Managing Director is fully briefed on, or prepared for engagements he is involved in.
• The job holder may be required to perform other ad-hoc tasks that may be deemed necessary.

Qualifications

• A good University Degree.
• Minimum of 6 years relevant experience at senior level in a well structured organization.
• Excellent written, verbal and non-verbal communication skills.
• Must have Banking or Consulting experience
• Proficiency with applications such as word, Excel and PowerPoint
• High understanding of Dignity and Diversity in the workplace
• A good deal of common sense, etiquette and an ability to think on one’s feet
• Excellent typing skills, speed and accuracy essential
• Good computer literacy (MS Office, Excel, PowerPoint)
• Excellent organizational skills
• Excellent communication skills, both verbal and written
• Professional telephone manner
• Proven ability to work under pressure and to tight deadlines