EXECUTIVE ASSISTANT – POTRAZ 853 views

JOB PURPOSE
This position is responsible for the provision of secretarial and administrative support to the Personal Assistant to the Director General. It provides effective and courteous support or service to people contacting the Director General’s office and promotes a positive image of the organization.
The position reports to the Personal Assistant to the Director General.

DUTIES AND RESPONSIBILITIES
⦁ Manages all Office equipment in the Director General’s Office.
⦁ Liaises with the Personal Assistant to the Director General on sending out cards, gifts, and business invitations in order to develop and foster good relations with all POTRAZ’s stakeholders.
⦁ Handles incoming and outgoing calls for the Director General’s office to ensure that the Director General communicates with all stakeholders when appropriate.
⦁ Receives and diarises all requests for meetings, luncheons, workshops, and conferences which the Director General is supposed to attend to for adequate planning.
⦁ Receives and hosts visitors for the Director General’s office to ensure that there is a hospitable environment for the visitors and the Director General.
⦁ Briefs the Personal Assistant to the Director General on the Director General’s meetings, cancellations, postponements, and any other changes on diarised events to ensure rescheduling and planning of other meetings timeously.
⦁ Handles all confidential documents to ensure that they are stored safely and ensure that they are released on a need-to-know basis only.
⦁ Coordinates and ensures that all meetings are conducted at the agreed time in a smooth way without any disruptions.
⦁ Circulates/ Dispatches documents necessary in meetings e.g. minutes and agendas in liaison with the Personal Assistant to the Director General for adequate planning.
⦁ Liaises with Office Orderly for collection and dispatch of mail at any given time.
⦁ Photocopies and scans confidential documents for safekeeping for future reference and use by relevant personnel.
⦁ Binds documents for storage and safekeeping.
⦁ Sets meetings, identifies the venue for meetings, and makes preparations to avoid any disruptions during the meeting.

QUALIFICATIONS AND EXPERIENCE
⦁ A minimum of 5 “O” Levels including English Language and Mathematics with a grade of C or better.
⦁ National Diploma in Secretarial Studies
⦁ A degree in Office Administration added an advantage.
⦁ At least 5 years of working experience.

CHARACTERISTICS AND SKILLS
⦁ Good interpersonal and communication skills.
⦁ Good organizational and time management.
⦁ Unquestionable integrity.