Responsibilities for the Executive Assistant Job
Administrative Support
Support the DG to follow up on action items as assigned to respective staff members or external stakeholders.
Act as liaison for the DGs office by maintaining efficient and effective communication channels between the office of the DG, Board Chairman, Directors, CAK Departments and external customers.
Handle routine matters, determine and refer as appropriate.
Oversee the smooth running of outsourced support services including tea, water and cleaning services and other hospitality services as required.
Oversee the security of office records/classified materials, equipment and office machines.Maintain inventories of office equipment and supplies, monitor utilization of consumables and requisition of additional supplies.
Coordinate local and international travel for the DG.
Organize for meetings and forums under the DGS office. This includes organizing logistics such as venue (internal or external), refreshments and facilities required.
Clerical Support
Oversee the prompt collection and delivery of incoming and outgoing mail to correct addresses for the DGs office.
Sit in weekly HOD meetings, take minutes, keep records of the same and follow up on action items.
Typing documents, recording dictation in shorthand and transcribing in written form as assigned in the DG’s office.
Receive and screen the DGs correspondence, filing, registry, letters, reports, memos and respond to routine correspondence.
Maintain the DG’s diary, calendar and schedule of appointment appropriately and inform DG accordingly to approve or change.
Receive and screen incoming calls and visitors
Executive Assistant Job Qualifications
Bachelors degree in business administration or related field;
Diploma in secretarial studies will be an added advantage;
Excellent knowledge of office administration in a busy office; and
Proficiency in ICT
At least 5 years’ experience in a similar position; and
Experience in customer service.
