Executive Assistant at Vantegral Consulting

JOB SUMMARY:

• The EA shall provide an efficient and responsive administrative, organizational and logistical service to the MD, helping him/her to manage and prioritize his schedule. The individual will be responsible for providing full secretarial and administrative assistance to the MD (even in his absences) to ensure a high level of service is maintained.
• The EA shall be responsible for managing the day-to-day itinerary of the MDs office, while also handling office administrative roles in the MD’s office, this will enable the MD to devote his time, energy and attention to strategic and value adding issues and,  thus contributing to the overall success of MRS.

QUALIFICATIONS:

• A good first degree preferably in the Social Sciences or Management Science or Arts
• A good post-graduate degree in Business administration will be an added advantage
• A professional qualification in Communication or Secretarial Administration will be an added advantage 

RESPONSIBILITIES:

• Manage of the MD’s diary, appointments, output, workflow and office timelines.
• Maintain MD’s diary, maintaining regular updates of appointments, ensuring the preparation for meetings and delivery of training is smooth.
• Read, monitor and respond to the MD’s email.
• Prepare MD’s correspondence on his behalf
• Liaise with relevant individuals, external organizations etc. to arrange meetings, prepare agendas and draft minutes.
• Prepare MD’s presentation
• Provide a service that is in line with the MD’s work habits and preferences.
• Ensure the MD is fully briefed on, or prepared for, any engagements he is involved in. Keep and maintain an accurate record of papers and electronic correspondence on behalf of the MD.
• Answer phone calls and handle enquiries and request
• Coordinate MD’s travel in conjunction with in Travel Desk and organize complex travel itineraries.
• Process MD’s official expenditures and claims as required
• Undertake any other duties as requested by the MD
• Maintaining and confiding confidential issues and documents as relates to the Managing Director’s Office.
• File and document all relevant documents as regards the MD’s Office
• Liaise with all Heads of Department on matters relating to the MD’s Office
• Follow-up on all outstanding issues in the MD’s Office.
• Ensure prompt and effective communication between company departments and the MD
• Take dictation and produce accurate and timely reports
• Maintain the meeting room diary, ensuring the meeting room and contact rooms are well stocked and prepared for occupancy.
• Receive stocks into the Admin Section stores and issue out when required upon approval
• Prepare the Boardroom for management and other scheduled meetings.
• Ensure a conducive workplace for the MD’s Office, by supervising the janitors/cleaners to do their normal daily cleaning routine.
• Process, service and post of all transaction bills as regards the MD’s Office.
• Ensure follow-up of requisitions/cash advance, retirement and payment of vendors to avoid penalties for late payment
• Coordinate and manage MD’s visitors’ schedule and treat all guests with courtesy and hospitality.
• Devising and maintaining office systems, including data management and filing.
• Maintain a proper and user friendly filing and document control system for recording and tracking of all documents.
• Maintain a comprehensive filing system for the MD’s Office.
• Keep and retrieve files