Executive Assistant

Armada Human Capital

Job description

Summary
Our client is a FMCG company looking for an Executive Assistant.

Job Purpose

Provide an effective and efficient secretarial, administrative and support function to the Managing Director

Support CEWA Management team in regard of travel arrangements

Organize conferences and off site meetings for the Management team or entire organization

Primary Responsibilities

DIARY & CALENDAR MANAGEMENT

Proactively managing the MD’s complex and flexible diary & calendar

Assisting to maximise time productivity, such as advising him on upcoming commitments, prioritisation, managing regular changes and dealing professionally with competing meeting requests

TRAVEL ARRANGEMENTS

International and national travel for the MD and CEWA Mngt team members- Making complex travel arrangements (including international), hotel bookings, visa requirements etc.

SCHEDULING MEETINGS

Scheduling of meetings

Attending meetings on behalf of the MD in his absence

Taking, typing & distribution of minutes

Organize and co-ordinate conferences, workshops & functions (e.g. booking of venues, transportation, compile and share agendas)

ADMINISTRATION & REPORTS

Presentations, letters, memos, agendas and email correspondence

Responsible for processing all expense claims for the MD’s activities.

Assists with monthly reports

Providing general administrative duties including word processing, minute typing, collating and preparing management report documents

Supervision of cleaners

AD HOC PROJECTS

General upkeep of Premises (look & feel of office area).

Ordering supplies and dealing with maintenance of equipment within the Department.

General secretarial & ad hoc project support for the MD and other Senior Managers as required

Managing the MD’s filing systems, mailing list and contacts database, taking telephone messages and dealing appropriately with incoming and outgoing correspondence / matters.

Qualifications And Experience

Bachelor degree

6 to 8 years’ experience of which 3 to 5 years must have been spent within an executive level PA role.

Preferably experience within a multinational FMCG company.

Proficient in all MS Office packages

High level of professionalism and confidentiality of information

Excellent problem solving, decision making, organisation and time management skills.

Strong attention to detail and high level written and verbal Communication skills

Self-starter able to take initiative and ownerships of projects and prioritise workload to completion with limited supervision.

Excellent communication and interpersonal skills.

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