Key Responsibilities
Executive support
Assists the GMD with daily administrative duties and completes a broad variety of administrative tasks that include managing an active calendar of appointments; completing expense reports; composing and preparing correspondence; arranging complex and detailed travel plans, itineraries and agendas and compiling documents for meetings.
Communicates with the general staff on the GMD’s behalf and coordinates logistics with high-level meetings both internally and externally. Coordinates meetings and strategic activities with the EXCO, MANCO and other members of staff. Take minutes in meetings where applicable.
Supports GMD in his external commitments related to regulators, government agencies / institutions / Investors / Share Holders / Directors, including service on external bodies, committees and other groups; KBA, KIB, KEPSA etc.
Take and transcribe dictation on technical and confidential matters from the GMD as required.
As liaison between the GMD and staff and other stakeholders, transmits directives, instructions and assignments and follows up on status of assignments to ensure closure as per timelines.
Brief GMD on feedback based staff, sentiment, view, expectations on Bank strategy, direction, decision, other matters (including personal impacting performance).
Board Meetings Coordination
Preparation of the Main Board Meeting notice given agenda, venue and time.
Follow up on Main Board papers and circulate the same to the Directors after review from the GMD.
Follow up on the Board Committee papers from the members, review and circulate to the company secretary.
Organize board/board committee meeting in an organized manner.
Manage the Board Meetings budget
Communication
Assists in coordinating the agenda of senior management team meetings. Prepares an account of the meetings and designates and follows up on assigned action items.
Manage departmental written and oral communication.
Ensure timely communication of departmental issues to the GMD.
Answering and filtering calls, taking messages, responding to general enquiries and requests for information and documentation whilst exercising discretion and confidentiality.
Preparing/drafting correspondence on behalf of the GMD, registering and onward transmission of incoming and outgoing correspondence, emails and ensuring follow-up in regards to deadlines.
Ensure quality, clarity and orderliness of communication.
Ensure all urgent incoming communication is brought to the GMD’s attention immediately.
Clients Relationship Management
Manage EXCO and MANCO relationship through negotiations to achieve responsiveness of the meetings action points.
Follow-up on customer cases meeting GMD to ensure all the action points agreed on are executed seamlessly within time frame allocated/agreed.
Handling and assisting in resolving customer issues that comes through to the GMD’s office.
Hosting High End customers, assist them with GMD’s audience to achieve customer delight if required in coordination with EXCO/MANCO/BMs concerned.
Travel Arrangements
Organizing/scheduling all GMD’s travel and stay arrangements.
Ensuring all logistical needs are met during these visits.
Filing
Filling, copying, circulating and retrieving documents for the GMD.
Developing and maintaining filing and reference system in order to access office documents in a timely manner.
Safe custody and Protection of confidential information, documents and/or materials exclusively meant for the GMD. This includes board papers for the Group/Bank communication from CBK and other regulators/government agencies, KBA Office.
Maintenance of adequate stock and consumables while achieving cost efficiency.
GMD’s Special assignments
Branch visits for feedback from staff to the GMD geared towards growing bank’s bottom line in line with the 8C’s strategy for the Bank.
Visit external clients to foster good clients’ relationship together with respective business heads or Relationship Managers where applicable.
Manage GMD’s office related expenditure and receipts as well as personal transactions of GMD as and when required.
Maintenance of GMD’s calendar of appointments and
Other Duties
Supervising administrative duties and orderliness of the office in line with office practice.
Sourcing and ordering stationery and office equipment.
Manage office expenditure (Petty Cash).
Performing any other related tasks/projects as requested by the GMD.
Participating in ad-hoc projects/requestsas and when they arise.
Celebrate staff birthdays at HQ, customer and staff events at Head Office and branches in coordination with Marketing, concerned Head of Business.
Recommend action to be taken on office expenditures such as equipment and supply needs. May assist in preparation of the office budget.
Support to concurrent Auditor (CA) on information …….. check and validation (To be done in coordination with CA)
Key Relationships (Internal & External)
Internal
GMD’s Office
Board
EXCO/MANCO and ALCO
Branch Managers and Branch Operations Managers
All departments/ Branches.
External
All Regulators/ Government agencies/external customers/stakeholders relating to the Bank and/or as desired by GMD.
Key Performance Indicators
Prompt and accurate communication.
Efficient coordination with all stakeholders.
Ensuring easy access and resolution of customer ……… issues to the satisfaction of customers.
Support to Marketing/Branches in customer service and ensure complaint reduction.
Execute GMD’s requirements in a timely and organized manner.
Job Specification
Academic / Professional Qualifications
Degree in business related field
Diploma in Secretarial Studies and Business Management
Knowledge in accounting is preferable
Must be Computer Literate and good working knowledge of Microsoft Office applications.
Level of Experience
3 years having worked in the same capacity in a busy environment.
Competence Requirements
Ability to maintain business confidentiality.
Pleasant personality with positive approach and attitude.
Ability to coordinate and handle high-level business issues and work with relevant stakeholders to support the GMD in dealing with all day-to-day matters.
Ability to analyze office management situations and provide concise information and recommendations well as and reports that support executive decisions.
Ability to maintain high level of confidentiality
Good communication skills.
Attention to details
Send your updated CV to recruitment@sheerlogicltd.com before 21st March 2023.Kindly indicate the job title in the subject line: EXECUTIVE ASSISTANT.(Only shortlisted candidates will be contacted.)
Apply via :
recruitment@sheerlogicltd.com
