Executive Assistant

• Manage the Day-to-day administration, schedules, meeting diaries.
• Coordinates calendar, meetings (virtual and face-to-face) and travel arrangements.
• Update calendar daily and print every two (2) days
• Design, plan and execute special events.
• Interact professionally with all business stakeholders and support processes and activities to ensure the efficient completion of tasks and deadlines are met.
• Compile and issue reports and documents for meetings.
• Collaborate with stakeholders to ensure attendees are adequately prepared for meetings.
• Ability to manage multiple tasks simultaneously with timely follow-up, and meeting deadlines with shifting priorities.
• Provide daily updates and metrics reports on projects and activities.
• Maintain office services by organizing operations and procedures to ensure the efficient delivery of correspondence and transportation as required.
• Manage social media updates
• Fill-in for executive assistants as required
• Effectively and confidentially manage all related administrative functions including:
  • Taking and filtering phone calls;
  • Printing and binding documents
  • Receiving board reports
  • Coordinate and schedule conference calls, video conferences and meetings;
  • Maintain and update electronic diary and print weekly updates
  • Arrange daily lunches
  • Compiling and disseminating business and private correspondence;
  • Compiling minutes and following up on required actions;
  • Maintaining electronic and paper records management; filing at General Accident
  • Submit receipts / invoices for reimbursement;
  • Manage credit card reimbursements and payments, including yacht club
  • Assist in successfully implementing special programs;
  • Ensure the Executive Vice Charman’s laptop is backed up and the Personal IT application is operational
  • Ensure all activities align with standard business policies and procedures
  • Send official documents by courier as required coordinate and distribute official documents for signature by Directors on and off site
  • Manage electronic signature (written approval to be sought, received and logged)
  • Send official documents by courier as required
  • Manage petty cash; disperse cash, ensure receipts are collected and balance weekly float
  • Coordinate weekly cash for the Executive Vice Chairman and other directors are require

Knowledge, Skills & Abilities

• Excellent initiative, interpersonal, organizational and multi-tasking skills
• Strong analytical skills and data-driven thinking
• Outstanding written, oral communication and interpersonal abilities
• A team player with a customer-oriented approach
• Must possess the ability to positively engage with persons of all backgrounds
• Quality focus and commitment to excellent customer service.
• Confidential and methodical in problem solving.
• Strong computer skills and proficiency in MS Office and Google suite

Education, Experience & Certifications

• An Undergraduate Degree in Business Administration, or a relevant discipline.
• A minimum of 3 years’ practical experience with a proven track record of administrative processes/office management.