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  • Posted: Jun 2, 2022
    Deadline: Not specified
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  • 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.
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    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: recruitment.strongmas@gmail.com using the Job Title as the subject of the email.

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