Executive Assistant at Liquid Intelligent Technologies

Role Purpose

To manage all administrative and logistic activities related to the Chief’s Office by providing support to the Chief and coordinating activities amongst the team to ensure deadlines are met. To establish and maintain effective working relationships with the staff, officials, key stakeholders, and the rest of Liquid Telecom Group to facilitate smooth running of the Chief’s office.

Role Description

Effective management of all matters relating to the day to day running of the CHIEF’s Office.

• Proactively assist the CHIEF and complete all administrative tasks timeously.
• Manage the allocation of stationery monthly and ensure adequate supply is available to the Department.
• Effective time management of the Chief's diary. Advise and support the CHIEF on matters requiring personal attention, with associated deadlines and prepare relevant documentation.
• Maintain excellent relationships and engagement with internal and external stakeholders.
• Assist the CHIEF with day-to-day activities.
• Screen telephone calls to the CHIEF’s office and refer them to the appropriate person in the absence of the CHIEF Tracking all distributions that require answers, responses, and written replies to the CHIEF’s requests.
• Coordinates activities in the department to ensure that deadlines are met Identify potential risk relating to the department or Chief’s office and escalates accordingly. Manage travel arrangements for the Chief and some members of the team Receives guests and arrange suitable venue for different event.

Effective time and diary management.

• Coordinate the scheduling of meetings and appointments on behalf of the CHIEF to ensure effective diary management.
• Evaluate invitations (internal and external) within the scope of diary management and take appropriate action in respect of responding (where necessary) on behalf of the CHIEF. Organise travel and related arrangements in accordance with the Liquid travel policy.
• Coordinate tasks, meetings, and appointments so that the CHIEF’s daily schedule flows smoothly and efficiently with limited disruptions.
• Manages the CHIEF’s priority list in a manner that permits sufficient time to fulfil the leadership requirements of the role.
• Arranges stand-ins where the CHIEF can’t make the meeting or event Coordinate the Department’s annual calendar.

Document and engagement process, management, and support to the CHIEF.

• Monitors and responds (if necessary) to incoming e-mail, and phone calls on behalf of the Chief and determines the level of priority.
• Drafts replies to correspondence as appropriate or under the instruction of the CHIEF.
• Undertakes tasks to ensure a high level of administrative support is provided to the CHIEF .
• Ensure records are filed in a manner that ensures easy accessibility and retrieval as required.
• Proactively handles all enquiries and requests handling them directly when appropriate or directing routine matters for responses from other staff and functional.

Organise meetings and ensure that all logistical requirements are in place.

• Coordinate and provide materials and general support to the CHIEF for all meetings (including presentations) as required.
• Collate all information from internal or external functions to help the CHIEF in meeting preparations.
• Preparing agendas; attending meeting, taking minutes, tracking actions to closure amongst team and maintaining extensive office files Internal All Employees Provide accurate presentation of information to the CHIEF in respect to the meetings.
• Provides high-level support by conducting research, preparing statistical reports, and handling information requests
• Ensure that the distribution of supportive documents, agenda, notes, or correspondence are sent prior to the meetings.

Requirements

• Matric: Essential
• Diploma: Office Administration – 1 year: Essential
• Experience as an office manager / secretary 3-4 years: Essential
• Ability to act with highest levels of integrity at all times: Essential
• Interaction with EXCO members: Essential
• Possesses strong analytical skills enabling complex issues to be rapidly understood and a range of potential solutions to be developed Essential Deals well with complexity: Essential
• Strong Project Management skills: Desirable
• Excellent analytical skills Desirable Negotiation skills: Essential
• Communication skills – written and verbal: Essential
• Project management skills: Essential
• Proficient in MS Office: Essential
• Presentation skills: Essential