Sr. Executive Assistant

Role Objective:

The Sr. Executive Assistant shall be responsible to provide high-level administrative support by conducting research, preparing statistical reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings.

Key Accountabilities

General Administrative Duties:

• Assists the Executive Office Manager in the day-to-day operations.
• Prepares invoices, reports, memos, letters, financial statements, and other documents, using word processing, spreadsheet, database, or presentation software.
• Answers phone calls and direct calls to appropriate parties or take messages.
• Conducts research, compile data, and prepare papers for consideration and presentation by executives, committees, and boards of directors.
• Attends meetings to record minutes.
• Greets visitors and determine whether they should be given access to specific individuals.
• Reads and analyzes incoming memos, submissions, and reports to determine their significance and plan their distribution.
• Performs general office duties, such as ordering supplies, maintaining records management database systems, and performing basic bookkeeping work.
• Files and retrieves corporate documents, records, and reports.
• Open, sort, and distribute incoming correspondence, including faxes and email.
• Makes travel arrangements for executives.
• Prepares responses to correspondence containing routine inquiries.
• Prepares agendas and make arrangements, such as coordinating catering for luncheons, for committee, board, and other meetings.
• Manages and maintains executives’ schedules.
• Compiles, transcribes, and distributes minutes of meetings.
• Set up and oversees administrative policies and procedures for offices or organizations.
• Supervises and trains other clerical staff and arrange for employee training by scheduling training or organizing training material.
• Interprets administrative and operating policies and procedures for employees.

General Responsibilities in Quality, Environmental & Occupational Health & Safety Management Systems

• Aware of the QHSE Management System.
• Understand the importance of conformance to the QHSE Policy and procedures and to the requirements of QHSE management system.
• Aware of the Customer Requirements (where relevant).
• Aware of the Significant Environmental Aspects and Occupational Hazards / risk in this area of operation.
• Aware of potential or actual Consequences of his/her work activities and deviation from specified Operating Procedures.
• Aware of current Objectives and Targets in this area and what is the current status.
• Aware of emergency Preparedness &Response.
• Aware of Security Requirements, sexual exploitation and abuse or gender based violence.

Policies and Procedures

• Follows all relevant operational and company policies and procedures so that work is carried out in a controlled and consistent manner.

Reporting

• Collects and inputs date and information in reports as required.

Related Duties

• Carries out and perform other related duties as specified and when required and assigned by the line Manager to improve or enhance the efficiency of department work and performance.

Job Details

Preferred Candidate