Executive Assistant Contractual

Purpose & Overall Relevance for the Organization:

To ensure that the Head of Department’s (HOD) administrational and operational tasks are being fulfilled in a professional and efficient manner.

Key Responsibilities:

- Manage the calendar, schedule meetings and, preparing agendas and assist the HOD in staying on track with the daily schedule.
- Responsible for travel arrangements and requirements, including obtaining visas respectively.
- Provides smooth communication between the HOD’s office and internal departments/directors, demonstrating leadership qualities in maintaining open and transparent communication and support to the Senior Leadership team.
- Assist HOD in meeting preparation and timely communication, both written and oral, with employees and external audiences. This may include drafting correspondence and preparing other required presentations/documentation with minimal supervision.
- Manage all incoming requests into the HOD’s office (via mail, phone or email), and making sure they are addressed.
- Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the HOD’s ability to lead effectively.
- Prioritizes conflicting needs, handles matters expeditiously, proactively and follows through on projects to successful completion often with tight deadlines.
- Discreet and confidential handling of sensitive company information.
- Work with internal audiences and HOD’s direct reports to ensure agendas and deadlines are met.
- Manage and oversee that all expenses and invoices are processed such as medical health reimbursements.
- Documenting minutes of Team meetings and other meetings as required.
- Responsible for arranging any HOD’s offsite meetings and other functions.
- Undertake special projects under the direction of the HOD and perform other duties as needed.
- Ad-hoc support with projects, activities and tasks as needed.

Knowledge, Skills and Abilities:

- Excellent command of English
- Excellent attention to detail
- Strong work ethic
- Proactive and efficient way of working
- Customer oriented, approachable, and strong interpersonal skills
- Excellent written and verbal communication skills
- Good influencing and negotiation skills
- Excellent organization, time management and problem-solving skills
- Excellent MS Office skills (advanced)

Requisite

Education and Experience /

Minimum Qualifications:

- University degree (graduate)
- Minimum 5 years’ experience in supporting senior management ideally within (sporting) apparel/fashion/shoes or FMCG industry