Executive Assistant

Job Overview

The Executive Assistant is responsible for supporting the departmental head through comprehensive diary management, travel coordination, telecom handling, correspondence drafting, information updating, and records management. This role acts as the key communication hub for the Department by managing internal and external interactions effectively. The position involves handling company-specific requisition procedures aligned with JDE Account allocations.

Primary Duties

• Deliver comprehensive secretarial and administrative support to enable the manager to focus on core business functions.
• Manage correspondence by routing incoming mail appropriately and preparing responses to ensure timely and efficient communication handling.
• Organize and maintain the manager’s schedule ensuring attendance at important meetings with all necessary documentation.
• Screen and respond to incoming telephone calls, making follow-up calls as needed to support departmental tasks.
• Develop and maintain filing and record systems while ensuring smooth operation of office equipment for effective department functioning.
• Evaluate requisitions from various departments for office services and materials, ensuring proper authorization in line with JDE account approvals.
• Coordinate with suppliers to clarify orders and invoice details, reporting outcomes to the manager.
• Review all invoices received for accuracy and compliance.
• Adhere strictly to departmental policies, procedures, and standard operating instructions to maintain consistency and control.
• Ensure organizational compliance with applicable legal frameworks relating to discipline, grievances, redundancy, and employment law.
• Promote health, safety, and environmental standards by following related management policies within the department.

Qualifications and Experience

• Possess a Bachelor’s Degree in Administration or Business Management.
• Have a minimum of five years’ experience in a similar executive assistant role within medium to large organizations.