Executive Assistant at Semicolon Village Limited

Scope

• We are looking for a sharp, proactive individual with the right attitude, coachability, and the necessary gravitas to support the executive team (CEO and COO).
• You will provide high-level administrative support, including creating reports, organizing travel and accommodations, taking minutes, and managing various organizational tasks. 
• The ideal candidate will have a deep understanding of internet and productivity tools, demonstrate exceptional problem-solving skills, and possess prior experience as an executive or administrative assistant. 

Job Duties and Responsibilities

• Below are some of the activities that will be carried out:
• Maintain the executive team’s calendar, including scheduling meetings, appointments, speaking engagements, and travel (may include domestic and international) arrangements.
• Review incoming correspondence, distribute and respond accordingly. Follow up where necessary
• Work directly with the executive team to support all aspects of their daily work routine and undertake any other duty and ad hoc responsibilities appropriate to the post as requested.
• Serve as a primary point of contact between the office of the executive team, the management team, and other members of staff.
• Ensure that all office equipment for the executive team, are in working order and that proactive maintenance is routinely carried out to avoid disruption to service
• Ensure the executive team is organized, on-time, and well prepared for whatever lies ahead.
• Initiate daily touch base meetings whether in person or virtually to confirm the day’s priorities, clarify assignments, and resolve open issues.
• Flawless execution of pre-meeting, meeting proper, and post-meeting stages.
• Pre-meeting: Research and filter information or pre-reads for the executive team. Gathers necessary information related to appointment contact information, venue, and other relevant information.
• Meeting: Attend meetings and take notes of discussions; prepare a draft of meetings and summaries.
• Post meeting: holds a debrief with executive team to capture action items, follow-up items, and calendar dates.
• Ability to translate ideas, concepts and suggestions into practical deliverables.
• Keep the executive team advised of time-sensitive and priority issues ensuring appropriate follow-up.
• Maintain confidential and sensitive information.

Requirements

• 3-5 years of proven experience as an executive assistant or other relevant administrative support experience. A legal background will be an added advantage.
• Strong oral and written communication skills
• Ability to handle sensitive information with the highest level of discretion and confidentiality
• Ability to convey a professional image at all times, exercising tact and diplomacy in handling a range of situations of differing content and complexity
• Knowledgeable in the use of the internet and other electronic office equipment
• Ability to perform basic research, prepare reports and make recommendations.
• Ability to organize own work, coordinate projects, set priorities, meet deadlines and follow up on assignments with minimum supervision
• Be proactive and have the ability to make independent judgement within established policy and procedural guidelines.