Executive Assistant at TPSF October, 2021

2.0 Main Duties and Responsibility

Under the overall guidance of Executive Director, Executive Assistant acts as a first point of contact for Executive Director (ED). He/she is responsible for managing the schedules and communications for Executive Director, execute secretarial and administrative role of the Executive Director’s office.

• Act as a first point of contact for Executive Director’s office.

• Manage administrative tasks for Executive Director including completing expense reports, arranging travel plans and compiling documents for travel related meetings.

• Initiate Executive Director’s engagements with various stake holders on trending matters related to private sector.

• Plan, coordinate and manage active calendar of appointment for ED.

• Prepare and compose correspondences addressed to the Executive Director.

• Manage and follow up on incoming issues and concerns addressed to the ED by determining appropriate course of action, referral, or response.

• Providing project support, reviewing and summarising reports, presentations, and documents suitable for presentation at Board and Executive level.

• Provide high level secretariat support to key internal and external meetings involving the ED, including preparing agendas, co-ordinating/writing papers, producing minutes, and ensuring follow-up actions are progressed.

• Ensures that the ED’s bio is kept, updated and responds to requests for materials regarding the Executive Director and the organization in general.

• Organise and keep track of all projects and files handled by the ED. Create and maintain databases and tracking systems.

• Follow up on contacts made by the Executive Director, support and maintain ongoing relationship.

3.0 Essential Qualifications

A suitable candidate should hold following qualifications and skills:

• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.

• Strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members and external partners.

• Expert level written and verbal communication skills.

• Demonstrated proactive approaches to problem-solving with strong decision-making capability.• Emotional maturity.

• Bachelor Degree in Public Relations, Business Administration, Development Studies or related courses from a reputable university.

• 7 years of work experience, with 3 years experience of Executive Assistant role.

• Experience in Private Sector Organisation’s is an added advantage.

• All applications should be submitted to r[email protected] enclosing cv and cover letter before or on 3rd November, 2021