Executive Assistant

Responsibilities/ Duties

Executive Support

• Prepare and edit correspondence, communications, presentations and other documents

• File and retrieve documents and reference materials

• Manage and Coordinate the Managing Director and General Manager’s schedules, appointments and travel arrangements

• Arrange and co-ordinate meetings and events

• Record and distribute minutes of meetings

• Monitor, screen, respond to and distribute incoming communications

• Answer and manage incoming calls

• Receive and interact with incoming visitors

• Review internal systems and implement improvements where necessary

• Prioritize, and follow up on incoming issues addressed to the Managing Director and General Manager, including those of confidential nature and determine appropriate course of action, referral, or response

• Work closely and effectively with the Managing Director and General Manager to keep them well informed of upcoming commitments and responsibilities and following up appropriately

• Handle matters expeditiously, proactively, and follow through on issues to successful completion, often with deadlines.

General Duties

• Serve as the MD’s liaison to Buck Press & board of directors

• Communicate directly, and on behalf of the MD, with Board members

• Maintain discretion and confidentiality in relationships with all board members

• Adhere to compliance with applicable rules and regulations set in bylaws regarding board and board committee matters, including advance distribution of materials before meetings in electronic/paper format.

• Any other duties that may be assigned from time to time by your supervisor

Key Performance Indicators

• Timely completion of Board tasks

• Accurate and timely completion of work

• Schedules and diary management is efficient and practical

• Appropriate storage and maintenance of all files and documents

• Meetings organized efficiently and minutes issues promptly

• Prompt follow up on actions taken during Management meetings

• Efficient /timely dispatch of all incoming letters and memos

• Ability to communicate properly (grammar)

• Ability to take initiative

• High level of confidentiality

Qualifications

• Bachelor's degree required in social sciences or its equivalent

• Strong work tenure: a minimum of three years of experience supporting top level Executives

• Experience and interest in internal and external communications

• Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat

Work Experience & Skills

•Strong organizational skills that reflect ability to perform and prioritize multiple tasks with excellent attention to detail

• Proven ability to handle confidential information.

• Strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members and external partners

• Expert level in written and verbal communication skills

• Forward looking thinker, who actively proposes solutions

• Ability to work under pressure and within timelines to handle a wide variety of activities and confidential matters with discretion.