Executive Assistant

 Job Purpose

The Executive Assistant will be responsible for overseeing the administrative functions of the company while ensuring efficient office operations. The role will also focus on supporting the Leadership team and employees through several tasks and assignments related to the company. 

Key Responsibilities

Administrative Support:                                                                             

• Organize and schedule meetings with respective Leadership team and maintain proper coordination with all stakeholders.
• Act as the point of contact across the company for all administrative assignments, tasks and queries.
• Liaise with Leadership team and managers to handle requests and queries.
• Handle assigned projects, prepare and monitor invoices.
• Provide high level administrative support to Leadership team.
• Develop and implement administrative policies and procedures wherever required.
• Coordinate travel arrangements for Leadership team including booking of flights, medical and travel insurance, accommodation and transportation.

Office Management:

• Manage office supplies and equipment with the administration team and anticipate needed equipment while ensuring timely orders for supplies.
• Ensure operation of the office equipment through preventive maintenance arrangements.
• Maintain proper control over petty cash and other monetary aspects.
• Develop and maintain a proper filing system.
• Oversee the daily operations of the office to ensure a smooth workflow.

Team Supervision:

• Supervise and support the administrative team.
• Assign tasks and ensure timely completion of assignments.
• Foster positive work environment.

Procurement and Supply Chain:

• Coordinate with departments to ensure proper procurement of products within scheduled timeline.
• Coordinate and manage the transportation and logistics of goods from supplier to the company.
• Ensure constant liaison with freight forwarding and knowledgeable about customs clearance.
• Ensure products are delivered on a timely basis and manage any logistics issues that may arise.

Research:

• Conduct thorough background research to support executive decision-making.
• Gather, analyse, and summarize data from internal and external sources.
• Prepare briefs, reports, and presentations based on findings.
• Monitor industry trends, competitors, and relevant news to keep the executive informed.
• Research vendors, products, and services as needed for business operations.
• Support project planning and strategic initiatives with relevant information and insights.

Qualifications and Experiences:

• Bachelor’s degree in Business Administration, Management or relevant study.
• Min 5 years of experience in related field and admin tasks.
• Proven experience as Executive Assistant and team management, preferably in the ICT/BPO and/or Financial Services industry.
• Knowledge of office management and procedures.
• Excellent time management skills and ability to prioritize tasks.
• Attention to detail and problem-solving skills.
• Excellent communication skills- both English and French.
• Strong organizational skills with the ability to multi-tasks.
• Excellent IT skills including advanced knowledge of word processing, spreadsheet and presentation software packages, preferably Microsoft Word, Excel and PowerPoint.
• Ability to work under pressure, meet tight deadlines and manage competing priorities on own initiative.
• Ability to deal with sensitive information and to always maintain confidentiality.
• Excellent team working skills with the ability to work collaboratively and co-operatively with colleagues.
• Exceptional interpersonal skills with an articulate, confident and diplomatic approach to communications and tact and discretion when dealing with sensitive issues.