Executive Assistant at Africa Digital Media Institute (ADMI)

Role Description

• The Corporate Department coordinates the CEO’’s office (the ‘Front Office’) including Executive Support, Board Relations and certain Partnerships, People and Legal functions of the Group. The Execuitve Assistant (EA) provides an efficient, responsive and confidential service to the Directors, enabling them to allocate time and resources more efficiently between personal, professional and public relations activities. As a Corporate Officer, the Executive Assistant provides meticulous and responsive cross-functional administrative and programmatic support to diverse internal and external stakeholders.
• This versatile and indispensable role requires a flexible and pragmatic approach to a range of sensitive, often confidential, responsibilities interfacing with senior internal and external officials.

Duties

• Coordinate the Directors calendar, schedule, logistics, records and correspondence
• Support day-to-day operations including partnerships, board relations, legal and human resources
• Provide general administrative support to the Front Office including gate-keeping, book-keeping, correspondence, note-taking, photocopying, data entry, mailing, sorting and filing
• Create and contribute to online content, including copy, photos, videos, and other multimedia inputs
• Maintain, process and channel confidential and critical documentation for Legal, Compliance, and Human Resource functions as well as other sensitive matters
• Draft, compile and revise contracts, policy handbooks, internal and project reports and studies including internet and field research, creation of maps, tables and graphs and collation of power point presentations
• Coordinate and oversee all Board-related meetings, including coordinating attendees and suppliers, collating content, arranging venue and services, and supporting logistics
• Set up, coordinate and keep records of internal and external meetings and events including external and staff events, presentations and board meetings
• Create and maintain strict confidentiality and security procedures for company information
• Provide company and office orientation for guests as well as employees, suppliers and partners
• Project a professional company image through in-person, email and phone interaction
• Handle inquiries and respond to all staff, partner, visitor and Group needs
• Offer warm and attentive hosting services for any and all guests
• Meet, host and escort foreign guests while in-country
• Provide transaction, logistical and administrative support to routine and special projects as needed
• Prepare project accounts, budgets, spreadsheets and presentations at the company and project levels
• Streamline, automate and consistently enforce standard operating procedures
• Resolve emerging issues, including emergencies
• Recruit and supervise suppliers and subordinate staff and support peers and seniors as needed.

Qualifications

• 8 years of experience in executive administrative assistance and administrative assistance
• Excellent communication skills in both written and verbal Business English
• Analytical skills to independently draft and review contracts, documents, policies and presentations
• Professional judgement, discretion and polish to interface with high-level stakeholders
• Strong organizational and time management skills
• Full proficiency in Microsoft Office Suite, G-Suite and key applications
• Attention to detail and high level of accuracy
• Passion and competence in providing impeccable hospitality and customer service
• Ability to work independently and collaboratively in a fast-paced environment
• High learning agility, including willingness to learn new tools, including AI.