Senior Executive Assistant at Infytel Communications

Job Purpose:

• The Senior Executive Assistant is responsible for providing high-level administrative support to the MD. This role involves managing schedules, coordinating communications, and assisting with various projects to enhance operational efficiency and ensure effective management of executive tasks. Must be technically sound, must understand basic ICT solutions and must have experience with ICT solutions.

Key Responsibilities:

Executive Support:

• Provide comprehensive administrative support to MD, especially understanding the MD’s clients and partners
• Prepare and edit correspondence, reports, business proposals, SLAs and presentations for executive meetings and communications.
• Act as a liaison between Managing Director and Clients/Partners, ensuring effective communication and relationship management.

Scheduling and Coordination:

• Manage complex calendars, scheduling meetings, and appointments while prioritizing conflicts and deadlines.
• Coordinate logistics for meetings, events, and conferences, including venue selection, catering, and travel arrangements.
• Prepare meeting agendas and materials, and take minutes to ensure accurate records of discussions and action items.

Project Management:

• Assist in the planning and execution of special projects, ensuring timely completion and alignment with organizational goals.
• Conduct research and gather information to support executive decision-making and project planning.
• Track project progress and report on milestones, deadlines, and deliverables.

Information Management:

• Maintain organized filing systems, both electronic and physical, for easy access to documents and information.
• Handle sensitive and confidential information with discretion and professionalism.
• Manage and prioritize incoming correspondence, ensuring timely responses and follow-up.

Collaboration and Communication:

• Work closely with other team members of the MD’s office (Personal assistant, CRO, CRM and administrative staff)  to streamline processes and improve overall efficiency.
• Foster a positive work environment and maintain effective working relationships with colleagues and stakeholders.
• Represent the executive in meetings and communications as needed, projecting a professional image of the organization.

Continuous Improvement:

• Identify opportunities for process improvements and implement best practices for administrative functions.
• Stay updated on industry trends and tools that enhance administrative effectiveness.

Key Performance Indicators (KPIs):

• Timeliness and accuracy of executive support tasks.
• Quality and professionalism of written communications and reports.
• Feedback from executives and stakeholders on the effectiveness of support provided.
• Successful management of projects and initiatives.

Skills & Qualifications:

Education:

• Bachelor’s degree in Business Administration, Communications, or a related field. Relevant certifications (e.g., Certified Administrative Professional) are a plus.

Experience:

• Proven experience as an executive assistant or in a similar role supporting senior executives.
• Strong background in project management, ICT Solutions, handling IT product presentation and administrative functions.

Skills:

• Excellent organizational and multitasking abilities.
• Strong written and verbal communication skills.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software tools.
• Ability to handle confidential information with integrity and professionalism.

Preferred:

• Experience in IT solutions and knowledge of ICT solutions practices and procedures.
• Familiarity with office management software and collaboration tools (e.g., CRM, Slack, Trello).

Work Environment:

• Office-based with potential for remote work.
• May require occasional travel for meetings or events.