Executive Assistant (EP Recruit)

Principle Accountabilities

1. Administration/ Secretarial

• Management of incoming and outgoing mail, emails, telephone calls and correspondence, including where appropriate re-routing to executives;
• Manage CEO’s schedule and update diary accordingly;
• Co-ordinate internal and external meetings involving CEO, executive and others as required (including refreshments etc) and provide necessary follow up;
• Taking minutes in executive and management and other company meetings as requested;
• Preparation and typing of documents and reports;
• Translation and/ or organizing of documents to/ from Portuguese to English;
• To provide translation service for the CEO, Chairman or Board members if required;
• Maintenance of accurate, comprehensive and accessible manual & electronic filing systems;
• Facilitate provision of & collate information required by CEO;
• Human Resources administrative support including management of personnel data, files, payroll and leave records;
• Developing & maintaining professional communications with both the CEO and the Corporation’s main contacts, internally and externally.

2. The Board

• Organize Board meetings, including catering;
• Co-ordinate the preparation by Executive of requisite papers for CEO’s review;
• Collate and distribute final agenda and Board papers to Board Directors at least one week prior to meeting;
• Organizing translation of Board minutes and approved minutes are entered into the Corporation’s Minute Book;
• Provide secretarial service to Chairman if required.

3. Travel

• Coordinate & confirm all corporate travel arrangements for staff and external visitors within budget parameters. Provide itinerary as required;
• Provide detailed itinerary for CEO’s travel;
• Ensure approvals for travel and accommodation have been obtained prior to completion of purchase orders. Develop, implement and maintain a formal booking system;
• Negotiate travel supply arrangements with agency or agencies and liaise to ensure service levels are maintained.

4. Client Service

• Provide client hospitality as required;
• Assist clients in a professional and cautious manner;
• Maintain corporate hospitality infrastructure including Board room & CEO’s office;
• Adhere to company client service policies & procedures.

5. External Relations Coordination

• Assist, CEO, Chairman & executive to maintain lines of communication with ISSM and other government agencies;
• Communicate with CEO, Executive and Directors regarding changes in governance and legislative requirements;
• Assist CEO, Chairman & executive to create & maintain lines of communication with company stakeholders.

Skills/Qualifications

• Administrative Writing Skills, Reporting Skills, Supply Management, Scheduling, Microsoft Office Skills, Organization, Time Management, Presentation Skills, Travel Logistics;
• Must have strong verbal and written communication skills;
• Excellent interpersonal and customer service;
• Must work well in a team environment and must be able to build and maintain effective working relationships;
• Must be detail oriented, results-oriented and be able to multi-task and work in a fast paced environment;
• Must work well under pressure, excellent organizational abilities, set and meet deadlines, be able to manage several priorities in a day; must be dependable, adaptable, and creative and self-motivated;
• Ability to handle and maintain the confidentiality of highly sensitive information;
• Must have Degree.