Executive Assistant at HCS Africa

Job Purpose

The main purpose is to ensure the smooth running of the office on a day-to-day basis, provide comprehensive administrative, logistical and technical support to the Chief Executive Officer & Creative Director. The Personal Assistant is also an important interface for staff internally as well as external stakeholders.

Key Responsibilities·  

• Provide direct executive-level administrative support to the Directors, including managing of correspondence, scheduling and coordination of meetings, calendar of events/meetings, drafting agenda, preparing documents, and managing/closing follow up tasks.
• Organize travel/meeting plans with internal staff and external stakeholders, developing detailed itineraries, and managing logistics related to the travel schedule/meeting including agenda scope and briefing materials.
• Coordinate activities across country teams and with other departments to maintain action lists and follow-up, managing correspondence and work flow, and compiling briefings and reports on time.
• Organize and schedule office and team activities.
• Compile, verify and organize materials for trips, events, and reports.
• Manage special projects, including international events planning and execution.
• Create reports, presentations, or other data as requested
• Maintain database and contacts of key collaborators.
• Take meeting notes and share them with the Directors and all relevant colleagues for follow up actions/closure in a timely manner.
• Any other duties that may be assigned from time to time by the Directors.

Professional Qualifications

• Bachelor’s degree in Business Administration or any related field, from a recognized university.
• Minimum 4-5 years of demonstrated executive level experience.
• Strong time-management and work planning skills – an ability to meet deadlines under pressure, including managing/ prioritising multiple areas of work in a fast paced, and often fast changing, environment.
• High degree of professionalism to handle sensitive and confidential information with absolute discretion and adherence to confidentiality.
• Highly organized and equipped with a collaborative approach and a strong sense of teamwork and willingness to work with colleagues and other departments in support of organisational objectives.
• Strong MS Office skills and ability to produce documents, such as reports, to a good presentational level.
• Exceptional listening, oral and written communication skills with a high degree of accuracy and attention to detail.
• Ability to manage shifting priorities with flexibility and accuracy, delivering on deadlines with a minimum of, or no, supervision.
• Fluency in oral and written English is essential.