Executive Assistant at Topup Mama

About the role

The role of an executive assistant is important to the success of the executive and, as a result, the company. The executive assistant will help the CEO with tasks such as scheduling; reviewing, prioritizing and responding to emails; answering and returning phone calls; organizing documents; maintaining records; taking notes at meetings and any other administrative tasks that the executive team will need to perform their job.

Key responsibilities are:

• Managing scheduling for the CEO and other executive team members when it includes important external stakeholders
• Drafting, reviewing and sending communications on behalf of the CEO 
• Managing, coordinating, and arranging senior executives’ travel and travel-related activities, including visa arrangements, covid tests, hotel booking, transportation, and meal coordination
• Organizing and preparing for meetings, including gathering documents and attending to logistics of meetings
• Answering and responding to phone calls, communicating messages and information to the CEO
• Prioritizing the CEO's to-do list in a daily tracker and follow up to ensure that they all get done
• Prioritizing emails and respond when necessary
• Maintaining various records and documents for the CEO
• Maintaining professionalism and strict confidentiality with all materials, and exercise discretion when interfacing with the business
• Organizing team communications and plan events, both internally and offsite
• Managing office supplies e.g. stationery, and maintaining them in good order

Who you are

As the Executive assistant you will perform more than administrative tasks; you will be the CEO’s “right-hand person” who enables them to advance company initiatives and goals.  You will be required to filter and attend to the day-to-day functions that are part of the CEO’s role so that they can focus on the high-level leadership and strategy functions.  

We are looking for someone who has:

• Excellent written and verbal communication skills
• Time-management skills
• Ability to pay attention to detail
• Organization skills
• Ability to multitask
• Proficient in Microsoft Suite and G-Suite
• Interpersonal skills

We believe that a great Executive Assistant can come from any industry and organizational background and there are no set numbers of experience required to fill this position excellently.  However, preference will be given to the following:

• Previous experience as an executive assistant to the CEO or executive Managers
• At least 2 years experience as an Executive assistant
• Having worked in a start up will be an added advantage
• Great management skills 
• Good presentation skills
• Good customer relation skills