Executive Assistant -EA.Technology Information

Mission/ Core purpose of the Job

To provide support and service to the CXO Office through a variety of administrative tasks and is trusted with complex duties and sensitive information.

• To act as the point of contact among executives, employees, clients and other external partners
• Manage information flow in a timely and accurate manner
• Manage executive's calendars and schedule meetings

Education, Skills and Experience

Education

Diploma in Office Administration/Management or similar

Experience

5-8 years executive support working experience

• Proficient in Microsoft Office (Outlook, Word, Excel,and Power Point) and Adobe Acrobat

Skills

• Well-organised
• Time management skills
• Work independently
• Resourceful
• Innovative and proactive
• Ability to work under pressure
• Good communication skills – verbal and written
• Resilience

Key Activities & Responsibilities

Operational deliverables

• Ensure the smooth-running of the office, working with the CXO Executive and also other executives, work on a wider basis with internal and external clients
• Acting as the point of contact between the CXO Executive and other Executives and internal or external colleagues
• Manage the CXO Executive’s Office on a day to day, and ensure that their always accurate and on time
• Manage the CXO Executive’s diary to ensure all bookings/ meeting requested and appointments are co oridnated, booked and scheduled expertly and to minimise time wastage between appointments
• Assist with coordinating all social events connected to the CXO’s office. This includes the preparation of costing, managing the budget and coordinating all activities for the success of the events.
• Tactfully manage sensitive matters and information regarding particular issues within the CXO Department
• Make all travel arrangements for the CXO Executive and Leadership team and ensure everything is ready prior to date of travel along with the detailed travel itineraries

Documentation and Filing

• Develop and maintain an efficient documentation and filing (electronic and hard) process
• Cross-examine documents for CXO Executive’s review to ensure quality control and the compliance of MTN policies
• Process all requisitions for the CXO’s office
• Ensure adequate preparation for meetings by ensuring both incoming and outgoing documents are issues and received on time

Minute taking

• Take accurate minutes at meetings, prepare, verify the meeting minutes and then distribute to all attendees within agreed time line (within 24hrs)
• Ensure that Agenda items are listed and that action items are updated and clear

Reporting and Communication

• Collate monthly activity reports from the different units within the assigned department for the CXO Executive’s review
• Performs quality control checks on CXO’s presentations, to ensure proper formatting and elimination of errors
• Responds to Client Queries on all issues and immediately escalates to the Leadership Team
• Communication of DOA etc. from the Desk of the CXO Executive
• Handle assigned CXO Executive’s internal and external designated correspondence
• Assist CXO Senior Manager Business Operations with reporting and project tracking where required and other duties when required