Executive Assistant

Job Title: Executive Assistant

About Our Client: Our client a registered Investment Society aims to mobilize savings from its members for investment in various assets and financial instruments. Regulated by the Commissioner for Cooperatives they operate under the Cooperatives Act Cooperative Regulations and the Society s Bylaws.

Position Overview: Our client seeks an Executive Assistant to support the efficient functioning of the society by providing administrative assistance to the CEO.

Main Responsibilities:

• Manage the CEO s diary and appointment schedule organizing meetings and providing timely reminders.
  
• Handle incoming calls and screen visitors to the CEO s office.
  
• Distribute all incoming and outgoing mail to relevant departments within the organization.
  
• Assist the CEO with correspondence reports and board papers including transcription formatting editing and proofreading.
  
• Coordinate meetings and events including reserving conference space and arranging for necessary supplies and catering.
  
• Follow up with department heads to ensure timely completion of assignments.
  
• Arrange local and international travel for the board management and staff.
  
• Serve as a liaison between the CEO and the board ensuring effective communication.
  
• Coordinate with administration for office maintenance cleaning messenger services and transportation.
  
• Maintain organized filing and retrieval systems for records in the CEO s office.
  
• Manage Society documents and reports ensuring accurate filing and retrieval.
  
• Facilitate the flow of information to management and internal/external stakeholders.
  
• Ensure the security and confidentiality of information in the CEO s office.
  
• Maintain custody of confidential items including the Board minutes book.
  
• Perform any other duties as assigned by the CEO.
  

Requirements

Qualifications:

• Minimum grade of Mean C or equivalent.
  
• Diploma in Business Administration or related office administration field from a recognized university.
  
• Professional qualification in Secretarial skills preferred.
  
• 3 years of experience as an Executive Assistant in a dynamic organization.