Job Openings Executive Assistant to the CEO

About the job Executive Assistant to the CEO

JOB INFORMATION

DEPARTMENT: Operations

JOB TITLE: Executive Assistant to the CEO

REPORTS TO: Chief Executive Officer

DUTY STATION: ALTUS ICT Head Office, Windhoek

PRIMARY PURPOSE OF THE JOB (SUMMARY)

  • To provide comprehensive and high-level administrative support to the CEO, ensuring the efficient operation of the CEOs office. This role requires managing the CEOs schedule, facilitating communication with stakeholders, and assisting in the execution of strategic projects to enable the CEO to focus on business leadership and organizational objectives.

QUALIFICATIONS AND EXPERIENCE REQUIRED

  • Degree in Administration, Business Management, or a relevant field.
  • At least 10 years of experience in office administration.
  • Minimum 5 years serving as an assistant at the executive level.
  • Extensive computer literacy and proficiency in Microsoft Office Suite.
  • Knowledge of the Namibian business environment is a plus.
  • Valid drivers license with at least 5 years of driving experience.
  • Demonstrated ability to stay highly organized with a track record of excellent work ethics.
  • Strong team player capable of delivering high-quality work in a fast-paced environment.

TECHNICAL COMPETENCIES

  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
  • Expertise in calendar management software (e.g., Google Calendar, Microsoft Outlook).
  • Strong project management and event planning skills.
  • Basic IT troubleshooting for office equipment.
  • Research and data analysis skills.
  • Familiarity with virtual event platforms (e.g., Zoom, Microsoft Teams).

PERSONAL ATTRIBUTES

  • Exceptional time management and multitasking abilities.
  • Strong organizational and attention-to-detail skills.
  • Excellent communication and interpersonal skills.
  • Discretion and confidentiality in handling sensitive information.
  • Adaptability and problem-solving capability.
  • Ability to work collaboratively and independently in a fast-paced environment.

KEY ACCOUNTABILITIES

Calendar Management:

  • Manage and maintain the CEOs calendar, including scheduling appointments, meetings, and travel arrangements.
  • Ensure the CEO is fully briefed and prepared for all engagements, providing necessary documentation and background information.
  • Prioritize and coordinate meeting requests, adjusting schedules as needed to accommodate urgent matters.

Communication and Correspondence:

  • Act as the first point of contact for the CEOs office, handling correspondence, phone calls, and inquiries professionally and discreetly.
  • Draft, edit, and proofread correspondence, reports, and presentations on behalf of the CEO.
  • Coordinate communication between the CEO and internal/external stakeholders, ensuring timely and accurate information flow.

Office Administration:

  • Develop and maintain efficient office administration systems, procedures, and processes.
  • Manage the filing system, ensuring documents are organized and accessible.
  • Prepare and manage the CEOs expense reports, including tracking expenses and processing reimbursements.

Meeting and Event Coordination:

  • Organize and coordinate meetings, conferences, and events, handling logistics, venue selection, and catering.
  • Prepare meeting agendas, take minutes, and follow up on action items as required.
  • Ensure seamless execution of meetings and events with a focus on high-quality outcomes.

Travel Arrangements:

  • Plan and coordinate all aspects of the CEOs travel, including flights, accommodations, and itineraries.
  • Ensure travel arrangements align with the CEOs preferences and schedules.
  • Prepare travel briefs and materials such as maps, meeting agendas, and background information.

Project Management:

  • Assist the CEO in managing and coordinating special projects to ensure timely completion.
  • Conduct research and compile data for presentations and decision-making.
  • Monitor project progress and provide regular updates.

Stakeholder Engagement:

  • Liaise with internal and external stakeholders, fostering positive relationships.
  • Maintain and update stakeholder contact information accurately.
  • Represent the CEO in meetings and events when required.

Confidentiality and Discretion:

  • Handle sensitive information with the utmost discretion.
  • Always maintain confidentiality to uphold the CEOs reputation and the organizations integrity.

Budget and Resource Management:

  • Manage expenses and resources for the CEOs office efficiently.
  • Provide input for the annual office budget and ensure adherence.

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