Personal Assistant to the MD/CEO at Westfield Consulting

Purpose/Job Dimension

The job holder is an independent professional dedicated to assisting the Chief Executive Officer (CEO) in administrative functions, providing high-level, confidential administrative support to the office of the CEO, including managing his schedules, arranging travels, and liaising with Board and Management.

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.
• Plan, coordinate and ensure the CEO’s schedule is followed and respected.
• Provide “gatekeeper” and “gateway” role, creating win-win situations for direct access to the CEO’s time and office.
• Manage the schedule and workload of the CEO, ensuring that he is adequately prepared for meetings. Where appropriate, prepare the meeting agenda and provide needed background information to the CEO.
• Brief the CEO on their daily schedule and ensure they arrive on time and the location of the event.
• Provide a bridge for smooth communication between the office of the CEO and internal departments.
• Work closely and effectively with the CEO to keep him well informed of upcoming commitments and responsibilities and following up appropriately.
• Arrange travel and logistics including booking flights, car rental and hotel accommodations.
• Arrange logistics for visitors, coordinate conference calls, transcribe notes, and type correspondence.
• Arrange meetings, provide needed background information, and complete expense reports for reimbursement after the trip.
• Prioritize conflicting needs, handle matters expeditiously, proactively, and follow-through on projects to successful completion, often with deadline pressures.
• Complete critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the CEO’s ability to effectively lead the Bank.
• Provide general administrative tasks such as answering phones, faxing, mailing, filing, and photocopying.
• Receiving the CEO’s visitors and match same with hospitality

Required Skills and Competencies    

• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
• Flexible, self-motivated, and proactive
• Demonstrate leadership to maintain credibility, trust, and support with senior management staff.
• Ability to work under pressure and deadlines.
• Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and Social Media web platforms.
• 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