Executive Secretary / Personal Assistant to the Managing Trustee/ CEO at Commodities Fund

JOB GRADE COMFUND IV - COMFUND//EXS/PA/03/2023

Overall Job Purpose
Tprovide an efficient and responsive administrative, organisational and logistical support tthe Executive Office.

Executive Assistant Job responsibilities.

• Undertake all administrative duties in the office of Managing Trustee and Chairman of Board of Trustees.
• Management of the Managing Trustee’s diary; receive and screen requests for meetings, carrying correspondence, drawing up programmes for selected visitors.
• Receives and screens communications tthe Managing Trustee and provide assistance using independent judgement tdetermine those that require priority attention; prioritise, channel and facilitate communication between department heads.
• Prepare reports and other documents as requested by the Managing Trustee.
• Oversee Board meetings logistics including Board papers consolidation 
• Maintain chronological files for all outgoing/incoming mail/faxes/documents from the Managing Trustees office.
• Follow up on administrative tasks and organize meetings for the Managing Trustee. 
• Oversee travel and accommodation arrangements for the Managing Trustee
• Offer advice tsupport staff with regard toffice management and other duties.
• Receiving and attending tManaging Trustee’s visitors and ensuring security of the Managing Trustee’s office, documents and equipment.
• Perform any other duties assigned by the Managing Trustee.

Qualifications and Experience

• Bachelor’s degree in any of the following disciplines:- Secretarial Studies; Business and Office Management or equivalent qualification from a recognized institution
• Certificate in Secretarial Management Course from a recognized institution
• Served in in a comparable and relevant position in the Public or Private Sector for a minimum period of three (3) years
• Demonstrated professional competence in management of office administrative services
• Good written and oral communication skills
• Organized, team player and good time management skills
• High level of professionalism, integrity and honesty