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Education level
  • Diploma
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Executive Assistant

Offer stage - an offer is being made to the suitable candidate

MAIN PURPOSE OF THE JOB

To provide effective and professional secretarial services, administrative support and coordination of a range of activities in support of the office of the Managing Director (MD), the Deputy Managing Director (DMD) and Executive team members. To optimise the effectiveness of the MD/DMD’s office and project a positive image of the executive office and the company in general.

KEY RESPONSIBILITIES

1. PA to MD and DMD

  • Screens calls, takes messages as necessary and answers routine questions. Refers visitors or callers to either MD or DMD as appropriate
  • Maintains a calendar of appointments, schedules meetings and coordinates related arrangements for the MD/DMD
  • Coordinates and categorises incoming mail, emails and faxes in priority action order for the MD/DMD and ensures that all correspondence receives a timely and appropriate reply

2. Office Administration

  • Compiles all documents required for the MD/DMD meetings, including agenda, minutes and other materials, arranges for binding and distributes documents to all meeting invitees/attendees prior to meetings
  • Makes logistical arrangements for meetings (venue, refreshments, etc.)
  • Performs routine administrative tasks such as regular collation and routine analysis of information concerning the MD/DMD’s business
  • Performs a variety of clerical duties for the MD/DMD related to typed materials, such as filing, preparing mail, photocopying, faxing, editing, etc.
  • Collaborates with the Stakeholder Relations Executive to manage office or company functions as required
  • Coordinates the purchasing of stationery and other similar supplies for the MD/DMD’s office and the office in general
  • Ensures availability of bottled water, teas and cleaning materials for the office and customers

3. Board Administration

  • Compiles all documents for the Board pack, arranges for binding and distribution of the packs 7 working days prior to the meeting
  • Makes logistical arrangements for Board meetings (venue, meals, refreshments, parking, access etc.)
  • Receive and direct Board members and other invited guests accordingly

4. Data/Records Management

  • Manages company-wide document storage/retrieval systems by maintaining an accurate record of paper and electronic correspondence for the office
  • Updates and manages the company’s record management index/filing system

5. Travel

  • Coordinates all travel arrangements including arranging travel cash in advance, preparing itinerary, trip files and supplies as well as preparing expense reports after travel for Executives

6. Accounting

  • Assists with procurement of goods and services by sourcing quotations
  • Conducts credit card reconciliations for EXCO
  • Assist with accounting tasks as required

7. Staff Management

  • Responsible for developing skills and capability of the Office Housekeeper and outsourced cleaners

Requirements, Education and Experience

  • Higher National Diploma in Secretarial studies, Office Management or equivalent with fluency in English and Setswana
  • At least 5 years’ experience performing secretarial functions, 2 of which be at the level of secretarial services to executives in a corporate environment
  • Knowledge of secretarial, administrative and clerical processes and systems such as Microsoft Office and Outlook, maintaining files and records, and other office procedures and terminology

Competencies

  • Planning and Organising: Proven ability to effectively allocate resources and plan for the implementation of operational activities through demonstrable planning and organisations capabilities
  • Client Focus and Customer Service: Desire to meet the needs of clients and the company's employees. Committed to the continuous improvement of services
  • Time Management: The ability to analyse how well working hours are to be spent, considering the prioritisation of tasks in order to maximise efficiency
  • Judgement, Attention to detail and Decision making: Considers the relative costs and benefits of potential actions to choose the most appropriate one
  • Analytical: Proven conceptual, evaluation and analytical skills to identify issues, formulate options and make conclusive recommendations
  • Results Oriented: Sets out goals and priorities that maximise the use of available resources to consistently deliver results against expectations
  • Proactive: Ability to pre-empt appropriate activities and action without instruction
  • Problem Solving: Identifies and analyses problems and distinguishes between relevant and irrelevant information to make logical decisions. Provides solutions to individual and organisational problems
  • Written and Verbal Communication: Good written and verbal communication skills and an ability to communicate with people from diverse cultural, educational and professional background
  • Assertive: Ability to calmly express views even under challenging circumstances and takes action and makes difficult decisions if necessary
  • Initiative: Ability to work on own initiative, prioritise work, handle pressure and take day to day decisions on the running of the organisation
  • Team work: Collaboratively works together with others so as to achieve a common purpose as opposed to working separately and competitively. This also involves building trust and respect among team members and supporting and encouraging team members

Location

Gaborone

Address

Plot 111
Ground Floor-North Wing
Millenium Office Park
Gaborone International Finance Park

Postal address:
Private Bag BR 198
Broadhurst
Botswana

Contact information

Tel: +267 391 3996
www.staffwise.co.bw
admin@staffwise.co.bw
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