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  • Posted: Jun 2, 2022
    Deadline: Not specified
  • StrongMas Auto Limited was established in 2015 as a company limited by share for auto dealership. Since its operations begun, the company has enjoyed continued success due to its reliable and stable reputation amongst clients.
    Read more about this company


    Female Executive Assistant

    Brief Description

    • The role entails working closely with the MD/CEO and requires a clear understanding of the organization’s corporate philosophy (vision, mission and core values) and a demonstrable ability to play an instrumental role in achieving them.
    • It is a perfect fit for ambitious, creative and highly detailed individuals who think outside the box and have the desire and ability to learn new skills fast.

    Essential Duties and Responsibilities

    • Scheduling meetings and appointments, preparing weekly itineraries, maintaining organized diaries, preparing of relevant briefs, reports and addresses.
    • Participate in Governance related engagements
    • Arranging for CEO’s traveling.
    • Devising and maintaining office systems and processes, including data management, filing and retrieval system for the Executive.
    • Works closely and effectively, by keeping the CEO well informed of upcoming commitments and responsibilities, and following up appropriately.
    • Prioritizes conflicting needs; handles matter expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
    • Attending to all incoming and outgoing correspondences/mails
    • Screening and handling telephone calls, enquiries, requests for visitations as appropriate
    • Taking minutes and proceedings of important meetings where required.
    • Drafting contract, Service Level Agreements (SLA) etc. for the company.
    • Producing documents, briefing papers, reports, speeches and presentations
    • Devising and maintaining office systems and processes, including data management, filing and retrieval system etc.
    • Organising meetings and ensuring the CEO is well-prepared for meetings
    • Monitor changes in relevant legislation and the regulatory environment and take appropriate actions
    • Organize travel itinerary
    • Provides a bridge for smooth communication between the CEO's office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff.
    • Enjoys utilizing relevant skills to manage business-related tasks
    • Scheduling virtual and non-virtual meetings
    • Manage Stakeholders relationships under direction from and on behalf of the Board
    • Completes a broad variety of administrative tasks for the CEO
    • Managing an extremely active calendar of appointments
    • Drafting and preparing confidential correspondence
    • Arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
    • Plans, coordinates and ensures the CEO's schedule is followed and respected.
    • Attend Board and other meetings and prepare Board minutes and formal resolutions
    • Ensure clients are attended to in a professional manner
    • Resolve product or service problems by clarifying the customer's complaint; determining the cause of the problem; selecting and explaining the best solution to solve the problem; expediting correction or adjustment; following up with client and inhouse team to ensure resolution
    • Recommend potential products or services to management by collecting customer information and analysing customer needs based on feedback collated
    • Prepare product or service reports by collecting and analysing customer information.

    Person Specification
    Qualification / Education:

    • Minimum of Bachelor's Degree in a relevant discipline
    • Master’s Degree is an added advantage.

    Work Experience:

    • Minimum of 5 years cognate experience in Executive assistant
    • Customer service Experience.

    Skills & Knowledge:

    • Proficiency in Microsoft Office (Outlook, Word, Excel, and PowerPoint)
    • Experience as an Executive Assistant is highly important
    • Ability to manage deadlines and prioritize work
    • Excellent interpersonal skill and organizational skills
    • Attention to detail
    • Excellent communication skills
    • Young and Tech savvy
    • Good analytical, critical reasoning and strategic thinking capabilities skills
    • Multi-tasking skills to be able to meet deliver multiple deadlines in good time
    • Coordination and scheduling skills
    • Ability to work under pressure
    • High level of discretion and Emotional Intelligence
    • Time management skills to meet deadlines and deliver on assignments
    • Administration experience
    • Very vibrant and courteous.
    • The ability to exercise good judgment in a variety of situations
    • The ability to handle a wide variety of activities and confidential matters with discretion.
    • Strong written and verbal communication
    • Must possess strong presentation skills.

    Method of Application

    Interested and qualified candidates should send their CV to: using the Job Title as the subject of the email.

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