Female Executive Assistant to the MD/CEO at IGIT Shipping and Logistics Company Limited

Brief Description:

The role entails working closely with the MD/CEO and requires a clear understanding of the organization’s corporate philosophy (vision, mission, core values and brand drivers) 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
• Liaise with Regulators and Consultants
• Arranging for CEO’s traveling.
• Prepare, maintain and securely keep all registers including members, directors, shareholders/shareholdings
• 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
• Communicates directly, and on behalf of the CEO, with Advisory Board members, staff, and others, on matters related to CEO's initiatives.
• 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.
• Provides "gatekeeper" and "gateway" role, creating win-win situations for direct access to the CEO's time and office.
• Attend Board and other meetings and prepare Board minutes and formal resolutions

Person Specification
Qualification / Education:

• Minimum of Bachelor’s Degree in relevant discipline.
• Holders of Law Degrees are encouraged to apply.
• Master’s Degree is an added advantage

Work Experience:

• Minimum of 7 years cognate experience supporting Executives in a similar industry.

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
• 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