Executive Assistant (Mine) - Copperbelt & Lusaka
Job Categories:
Administration
Date Posted:
2023-08-28 02:00:00
Employment Type
Full Time
Website
Location:
Copperbelt & Lusaka
Salary:
Negotiable
Phone:
Description:
Job Purpose
The Executive Assistant (PA) will perform a wide range of administrative and executive support attached to the Executive Office. Coordinating the Executive Office daily to ensure the efficient and smooth day-to-day operation of the Office. Making travel and meeting arrangements, preparing reports and maintaining appropriate filing systems
Summary of Key Responsibilities;
- Assist the MD and the Executive in preparing board materials, follows up on matters arising from board, management, and Committee meetings and externally attended meetings on request;
- With the consultation of the Office Manager plan internal and External meetings and take detailed minutes. This will also involve planning of Corporate Events and Internal Celebrations
- Be responsible for heavy calendar management, requiring interaction with both internal and external executives, as well as consultants, to coordinate a variety of complex executive meetings;
- Supervise the activities of the administrative staff working in office of the Country Manager
- Prioritize and manage multiple tasks simultaneously, and follow through on issues in a timely manner;
- Write and distribute email, correspondence memos, letters, faxes and forms and develop and maintain a filing system
- Compile and disseminate board materials and documents in coordination with the Company Secretary
- Support the Executive Team to track key work and update timelines
- Update and maintain Executive office policies and procedures
- Work with Procurement to order office supplies and research new deals and suppliers
- Review and summarize miscellaneous reports and documents and prepare background documents;
- Prepare agendas and plans for meetings attends meetings and take minutes
- Submit and reconcile expense reports for the Executive Office
- Composing, preparing, and editing correspondence that is sometimes confidential;
Required Skills and Personal Attributes
- Excellent Communication Skills (Both Oral & Written)
- Excellent time management and Organisational skills
- Detail-oriented
- Professional and Mature
- Sober Minded
- Highly Confidential
- Excellent interpersonal Skills
- Excellent telephone etiquette Skills
- Diplomatic
- Exceptional planning and organizational skills
- Ability to handle pressure
Primary Areas of Accountability:
Qualifications and Experience
- Degree in Business /Public Administration, Communication or equivalent in any business-related field
- Must have a minimum of 5-7 years of work experience as an Executive Assistant or Personal Assistant for a Corporate Organisation (Mine, Insurance, Banking or Telecoms)
- Must have 2-3 years working experience as Confidential Executive Assistant/Secretary
- Should have proven experience in Preparing Board-Packs
- Must have a short-hand of 100 to 120 WPM
- Must have reasonable experience in Basic Accounting
- Knowledge of Office Management Systems and Procedures
- Must be proficient in MS Office (Especially PowerPoint & Excel)
- Must be open-minded, energetic and flexible
- Should be able to work under minimum supervision and demonstrate maturity among the team
- Must be a member of a relevant professional body
If you meet the minimum hiring requirements for the above position, please email your CV and Cover letter clearly stating your salary expectations to : jobs@bemconsult.com and copy in bemconsult20@gmail.com
Note that, all communications will be kept in the strictest of confidence. If you do not receive communication within 21 days of the closing date of the advert, please consider your application unsuccessful.
DO NOT SEND CERTIFICATES AT THIS STAGE