Executive Assistant at Gap Recruitment Services Limited

Key Roles & Responsibilities:

• Liaise with Executive and HODs to enable tracking of tasks for monitoring by C-Suite.
• General administrative tasks such as preparing letters, proof reading documents and executing accurate business correspondence using excellent communication skills.
• Managing executives’ daily calendar, including organizing and scheduling meetings, confirming appointments within the organization, writing itineraries and arranging transportation.
• Planning meetings, taking detailed minutes and timely reporting.
• Preparation of regularly scheduled reports.
• Develop and maintain a secure and private filing system that is efficient and maintains all adequate records.
• Act as the point of contact for internal and external clients to the C-suite.
• Answering telephone calls on behalf of executives and if needed, direct calls to appropriate Director.
• Welcoming C-Suite visitors to the office and introducing them to the appropriate personnel.
• Managing the info email accounts for the various accounts.
• Provide basic and accurate information in person as well as on email.
• Receive sort and distribute daily mail/deliveries.
• Screening all visitors and determine what level of support they need while offering polite, professional customer service.
• Managing the executives’ calendar, including making appointments and prioritizing the most sensitive matters.
• Synchronize calendars and ensuring meetings begin on time with all participants.
• Proactively engaging HODs on email to send reminders for delivery of tasks given expressly by directors with strict adherence to timelines.
• Ensuring that executives have the right information at the right time. That is, reports well ahead of meetings, minutes and other requisite documentation ahead of any internal or external meeting.
• Optimization of travel arrangements for executives and enable remote decision making by directors to ensure work flow stays on track.
• Sourcing and procuring of office supplies and services from established and credible sources while ensuring smooth running of the office at all times and with efficiency in costs, quality and turn-around time.

Desired Skills & Qualifications:

• Degree or Diploma in Business administration, project management or any relevant field
• At least 3 years’ working directly with C-Suite
• Strong command of the English language
• High level of verbal and written communications skills.
• Attention to detail
• Proficiency with Microsoft office

Personal attributes / attitude:

• Great interpersonal skills
• Confident
• High integrity
• Team work
• Organised
• Responsive
• Implementer
• Acting in the best interest of the organisation at all times