WE ARE HIRING – Executive Assistant

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VACANCY – EXECUTIVE ASSISTANT TO MANAGING DIRECTOR

SECTION 1: JOB IDENTIFICATION
JOB TITLEExecutive Assistant to Managing Director
BUSINESS UNITOffice of the MD/Managing Partner
NAME OF JOB HOLDERVacant
DIRECT SUPERVISORManaging Director
DIRECT REPORTS None
DATE OF APPOINTMENTTBD
OFFICE LOCATIONWindhoek
SECTION 2: PRIMARY PURPOSE OF THIS POSITION   The PA role will provide proactive and professional PA support to the Managing Director. The role holder is responsible for the effective and efficient day-to-day management and organisation of the Managing Director’s activities and business. This includes acting as the main point of contact for the MD’s office, complex diary management and organising and supporting high-level meetings/appointments.   As part of this role the PA will be expected to provide a high level of day to day professional, secretarial and administrative support. The Incumbent will manage the diary of the Managing Director and make executive decisions to avoid clashes and ensure the best use of his time by using judgement, discretion and knowledge of the MD’s business needs. The PA will arrange, support, circulate and record both internal and external meetings including producing agendas and minutes in a concise and timely manner.   The Managing Director’s office takes pride in providing an excellent service to clients, staff and stakeholders and the role holder will be expected to provide a high level of professionalism in all areas of his communication. The incumbent will need to communicate accurately and effectively on behalf of the Managing Director.
SECTION 3: KEY RESULTS OR OUTCOMES   Overall efficiency and effectiveness of the Managing Director office.   KPIs:   Rating on accuracy, timeliness and quality of work rendered (by MD)  
   
SECTION 4: KEY ACTIVITIES Oversee the day-to-day management of the Managing Director’s electronic diary ensuring optimal use of his time and to respond accordingly to all changes. Manage and control the flow of information (both electronic and paper) in and out of the office, requiring a high level of initiative and personal judgement to prioritise appointments and activities, and handle highly confidential/sensitive materials, including staffing and related issues. Monitor the Managing Director’s inbox and deal with incoming mail and email, assessing its significance and ensuring that he is engaged only with essential items that require his attention, and where necessary draft correspondence on his behalf, using own knowledge or identifying appropriate colleagues to provide input. Develop strong relationships across the firm to enable close liaison with staff, ensuring appropriate interactions are taken and deadlines are met. Provide support at key meetings by taking accurate notes, minute actions and decisions at meetings, taking responsibility for circulating notes and summary documentation within agreed timescales. Ensure all meeting papers for the Managing Director are received and available in good time to allow the necessary briefing and sourcing of further information if required. Co-ordinate and book travel and accommodation on behalf of the Managing Director well in advance, considering his personal needs and providing detailed and accurate itineraries. Coordinate the personal activities of the Managing Director to ensure alignment and synergy with the business diary;Maintain, update, monitor and progress various systems that ensures all deadlines are met.Assist with other functions within the firm whenever required.
SECTION 5: COMPETENCIES
EDUCATION AND EXPERIENCE (KNOWLEDGE)Bachelor’s degree in Business Administration, Communications/Public Relations, Law or Office Management. 3 years’ executive support or secretarial experience gained working either within professional services environment, law firm or other similar environments.  
SKILLSExcellent communication skills.Excellent Writing Skills.Interpersonal skills.Excellent IT skills including up-to-date working knowledge of Microsoft applications, particularly Word, Excel, PowerPoint, Teams and Outlook. Planning & organizing skills.  
PERSONAL ATTRIBUTESAttention to detailsIndependent and a self starterHigh level of maturityAbility to exercise excellent judgment Discreet A good team player, capable of working as part of a diverse team. Able to interact positively at all levels within the firm. Possesses an awareness of the importance of confidential information and how to deal with it. Methodical approach to work, with a strong focus on accuracy and quality. Have a ‘can do’ approach and works to exceed expectations. Can demonstrate confidence and resilience to overcome obstacles to deliver what is required.
    TECHNICAL COMPETENCIES  Diary management experience. Excellent written and verbal communication skills. Report writing skills. Excellent client/customer relations skills. Attention to detail, time keeping, and organization  
  

Your job description is a broad indication of the work you are required to do.  However, you may be required to undertake other duties, particularly when others are absent from work.  Neither job title, nor job description can be regarded as a precise specification of duties, but should be seen as a guide to main responsibilities.

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