Job Summary


Reporting to the Executive Director, the Executive Assistant will be responsible for providing administrative, secretarial, travel and logistical support to the Executive Director.


Key Performance Areas

  • Screening telephone calls, enquiries and requests;
  • Welcoming and handling the Executive Director’s guests;
  • Organising and maintaining the Executive Director’s diary and making appointments
  • Dealing with correspondence, writing emails/letters, taking dictation, typing minutes and meeting reports;
  • Organising and attending meetings, preparing meeting agendas;
  • Arranging business trips (including flights and accommodations) and ensuring the Executive Director is well-prepared for meetings/business trips;
  • Dealing with the Executive Director’s incoming email, faxes and directing correspondence to Directors as relevant;
  • Preparing documents, briefing papers, reports and presentations for the Executive Director;
  • Organising corporate and business entertainment events for the Executive Director;
  • Organising management meetings;
  • Devising and maintaining office systems, including data management and filing;
  • Managing Executive Director’s budget and ensuring it is within approved budget;
  • Managing petty cash in the Executive Director’s office;
  • Liaising with clients, suppliers, and staff;
  • Dealing with Executive Director’s personal matters such as holidays/leave, flights, banking, family and housing;
  • Processing Executive Director’s business expenses and other administrative items;
  • Carrying out specific projects, research and administration as required by the Executive Director;
  • Any other administrative requirement as may be assigned by the Executive Director.


Academic Qualifications, Experience and Competencies


  • First degree in Business Administration or equivalent;
  • Secretarial qualification or Personal Assistant qualification;
  • At least five (5) years progressively responsible experience as a Personal Assistant;
  • Excellent written and oral communication skills in English (Knowledge of Portuguese and/or French will be an advantage);
  • Excellent word processing and IT skills, including a range of software packages and comprehensive capabilities in Microsoft
  • Office (Word, Excel, Power Point and Outlook Express);
  • Honesty and reliability;
  • Exceptional presentation skills;
  • The ability to work at own initiative and to tight deadlines;
  • Flexibility and adaptability to juggle between a range of tasks and work extra hours to meet deadlines;
  • Confidentiality and discretion;
  • Strong administrative and personal assistant skills with an ability to work well in a fast paced environment,
  • An effective planner with proven time management skills;
  • Attention to detail, personal commitment, efficiency, flexibility with great team liaison skills.






The successful candidates for the above positions will be appointed on a fixed term contract at a competitive remuneration package, which includes a tax free salary paid in US dollars.


Applicants for the above vacancies should submit written applications, clearly stating the position applied for, accompanied by certified certificates, a detailed CV with names and addresses (including telephone and e-mail) of three referees (the latest colour photograph to be pasted on the CV) to be received by 25 October, 2016.


Applications should be sent to:

The Executive Director
9 Earls Road
Alexandra Park
PO Box A1419

Email: stating the reference and position applied for.

MEFMI is an equal opportunity employer and female candidates are strongly encouraged to apply.

Only short-listed applicants will be contacted.