Executive / Personal Assistant to the MD at IT Horizons Limited

Job Brief / Summary

• We are looking for a Executive/Personal Assistant to the MD/CEO who is to provide support to the Managing Director/CEO, acting with minimal supervision, anticipating needs while managing the MD/CEO’s day‐to‐day workflow, filtering and prioritizing various projects and activities, which includes but not limited to Scheduling, Business Development, Researching, preparing materials and presentation for meetings, and participating in a wide range of special projects where and when applicable.
• The job holder will perform, coordinate, manage, oversee and manages the MD/CEO’s calendar, activities, administrative and business duties while providing an extensive level of support to the MD, which will enable the Managing Director focus on more organization’s strategic goals.

Responsibilities

• Conserves the MD/CEO’s time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications.
• Responsible for day-to-day management of the MD/CEO’s calendar and activities to ensure high value time utilization of the MD/CEO in relationship to external and internal requirements. Brief/update the MD/CEO on upcoming meetings and ongoing obligations.
• Responsible for the timely preparation and presentation of materials for key external and internal meetings involving the MD/CEO.
• Assist in the prioritization of tasks, activities and issues requiring the MD/CEO’s attention to ensure they are acted upon in a timely manner and assist in following up on requests made by the MD/CEO
• Drafts documents or conducts research to further the MD/CEO’s work in program and or development;
• Attending meetings with the MD/ CEO when and where necessary and representing him by attending meetings in the MD/CEO absence when and where necessary.
• Works with Business Development, Communications, Administrative, Project, and other teams to prepare the MD/CEO for external meetings, presentations and events, and ensures timely follow up of all action items.
• Take notes, record observations and gathers contact information of meeting/event as it relates to the MD/CEO.
• Prepares briefing Memos and relevant updates for the MD/CEO on outstanding projects, identifies issues, develops contingencies and suggests remedies.
• Assists with or manages special projects which may include PR, securing high profile speaking engagements, weekly, monthly, quarterly and annual reports, or specific personnel and organizational development initiatives.
• Provides regular operating status reports to the MD/CEO as needed, assisting the MD/CEO during operational reviews through follow up on assigned performance tasks and deadlines.
• Maintains strict confidentiality at all times
• Prepares reports by collecting and analyzing information.
• Supports the CEO in dealing with confidential or sensitive personnel or other organizational matters and work with the MD/CEO to foster a success-oriented, positive, high integrity organizational culture.
• Maintains executive's appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travels.
• Provides historical reference by developing and utilizing filing and retrieval systems; recording meeting discussions.
• Maintains MD/ CEO’s office supplies inventory by checking stock to determine inventory level; engaging with the logistics team, anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies; verifying receipt of supplies.
• Maintains professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies.
• Contributes to team efforts by accomplishing related results as needed.
• Working with BMC to improve MD’s brand impact and Management
• Any other duties as assigned by the Managing Director.

Requirement & Skills

• B.Sc / BA. in any Social Science, Law, Humanities or its equivalent.
• 5 to 7 years hands-on experience in similar role
• Member of any Management/relevant Professional body will be an advantage
• Excellent writing and presentation skills, an engaging personality with Mass Communication, Legal, English background.
• Outstanding organizational and time management skills
• Familiarity with office technology gadgets and applications (e-calendars and copy machines)
• Self-starter, and Self-driven.