Administrative Assistant

Key Responsibilities

• Prepare written responses to incoming correspondence for the Executive’s approval and signature;
• Handle all incoming calls effectively and efficiently ;
• Eloquently express the Executive’s requirements/instructions to other staff members;
• Manage internal and external events, local and overseas travel arrangements under broad direction of the Executive;
• Coordinate and manage the Executive’s diary effectively ensuring that his/her time is used effectively and he/she is briefed appropriately regarding the agenda for meetings. This includes sourcing background information from previous meetings;
• Follow up on actions emanating from meetings on behalf of the Executive;
• Prioritize outputs according to the Executive’s needs;
• Structure agendas and take minutes at meetings with minimum guidance from the Executive;
• Draft, format/edit documents and prepare presentations;
• Purchase necessities for the office.

• A National Diploma in office management and technology, business administration or public management. A Bachelor’s degree would be advantageous;
• Excellent communication skills (verbal and written);
• Computer literacy in Microsoft Office Package and Open Office;
• Exceptional interpersonal skills;
• Excellent administrative and organisational skills;
• High degree of attention to detail;
• High level of confidentiality;
• Ability to manage time effectively by prioritizing outputs according to the Executive Manager’s needs;
• Ability to multi-task;
• Ability to deal with demanding deadlines;
• Must have a can-do attitude;
• Must be proactive;
• Aware and sensitive to culture differences;
• Awareness of current protocol.