Executive Assistant (Engineering)

Job description

Description:
Job Purpose
The Executive Assistant (PA) will perform a wide range of administrative and executive support attached to the Executive Office. Coordinating the Executive Office daily to ensure the efficient and smooth day-to-day operation of the Office. Making travel and meeting arrangements, preparing reports and maintaining appropriate filing systems
Summary of Key Responsibilities;
Assist the MD and the Executive in preparing board materials, follows up on matters arising from board, management, and Committee meetings and externally attended meetings on request;
With the consultation of the Office Manager plan internal and External meetings and take detailed minutes. This will also involve planning of Corporate Events and Internal Celebrations
Be responsible for heavy calendar management, requiring interaction with both internal and external executives, as well as consultants, to coordinate a variety of complex executive meetings;
Supervise the activities of the administrative staff working in office of the Country Manager
Prioritize and manage multiple tasks simultaneously, and follow through on issues in a timely manner;
Write and distribute email, correspondence memos, letters, faxes and forms and develop and maintain a filing system
Compile and disseminate board materials and documents in coordination with the Company Secretary
Support the Executive Team to track key work and update timelines
Update and maintain Executive office policies and procedures
Work with Procurement to order office supplies and research new deals and suppliers
Review and summarize miscellaneous reports and documents and prepare background documents;
Prepare agendas and plans for meetings attends meetings and take minutes
Submit and reconcile expense reports for the Executive Office
Composing, preparing, and editing correspondence that is sometimes confidential;
Required Skills and Personal Attributes
Excellent Communication Skills (Both Oral & Written)
Excellent time management and Organisational skills
Detail-oriented
Professional and Mature
Sober Minded
Highly Confidential
Excellent interpersonal Skills
Excellent telephone etiquette Skills
Diplomatic
Exceptional planning and organizational skills
Ability to handle pressure
Primary Areas of Accountability:
Qualifications and Experience
Advanced Diploma or Degree in Business /Public Administration/ Public Relations or equivalent in any business-related field
Must have a minimum of 3+ years of work experience as an Executive Assistant /Personal Assistant/ Admin Assistant for a Corporate Organization ( Insurance, Banking, Telecoms or Engineering Company)
Must have proven experience in Preparing Board-Packs  
Experience of short-hand of 100 to 120 WPM will be a plus

Must have reasonable experience in Basic Accounting
Knowledge of Office Management Systems and Procedures
Must be proficient in MS Office (Especially PowerPoint & Excel)
Must be open-minded, young, energetic and flexible
Should be able to work under minimum supervision and demonstrate maturity among the team
QUALIFIED & EXPERIENCED FEMALES ARE ENCOURAGED TO APPLY FOR THIS POSITION
If you meet the hiring requirements for the position, please email your CV in MS Word and Cover Letter clearly stating your salary expectations to: jobs@bemconsult.com & Cc bemconsult8@gmail.com
Note that, all communications will be kept in the strictest of confidence. If you do not receive communication within 21 working days of the closing date of the advert, please consider your application unsuccessful.
DO NOT SEND CERTIFICATES AT THIS STAGE