EXECUTIVE ASSISTANT POSITION OVERVIEW

The Executive Assistant offers full administrative support to the Management and manages the office environment. 

 REPORTS TO

The Executive Assistant reports to the CEO and Head of HR and Finance.

 RESPONSIBILITIES AND DUTIES

The Personal Assistant responsibilities:

• Manage, coordinate, and maintain calendar of CEO including appointments, meetings, and travel. Responsible for organizing internal and external meetings on behalf of the CEO ensuring all necessary requirements are made e.g., meeting venue, equipment, presentations, prepare agendas.
• Provide executive and administrative support to CEO.
• Responsible for organizing CEO travel and logistics including flights, visa requirements, hotel accommodation, car rental, meeting schedules while travelling and completing expenses.
• Monitor and respond to incoming communications (including complaints) to CEO’s office including phone calls, visitors.
• Secretarial support for meetings as and when required by the CEO, including drafting, and circulating meeting agendas, preparing minutes, communicating meeting reminders, confirming venues, and arranging refreshments. Writing and distributing comprehensive minutes and action points to all members post meeting.
• Drafting and writing high quality reports and presentations, as required by the CEO.

Responsibilities – Office Manager:

• Work closely with HR Manager and Central Office staff to ensure that office policies and procedures are adhered to.
• Responsible for Induction of new Central Office employees

• Responsible for the Induction of new Central Office employees; ensuring IT access and equipment is ready, arranging car park passes for Senior staff, and inducting new staff in Pangea Company policies.
• Managing the Central Office health, safety, and security: ensuring first aid kit is fulfilled, provides employees with office keys, cooperates with Security providing company.
• Manage the office environment and oversee general maintenance of the office.
• Manage applicable Central Office Budget lines, including office expenses, supplies, stationery, and entertainment.
• Responsible for management of Central Office petty cash

EDUCATION LEVEL University Degree or Diploma in Administration, Bookkeeping or related field-Mandatory
EXPERIENCE 2 years of proven experience on the Personal Assistant position -Mandatory
1 year proven bookkeeping experience-Advantage
SPECIFIC SKILLS -Tech-savvy with excellent knowledge of MS Office tools -Mandatory
Excellent English written and verbal communication skills Mandatory
Knowledge of CAT tools (Memo, Trados, SDL, Word Bee, Word Fast, XTM)Advantage 
Good command of additional languages-Advantage

If interested please send your cv to cv@d-way.com