Provide comprehensive administrative support to department heads by coordinating schedules, managing communications, preparing documents, and organizing events to ensure efficient operations across the organization. The Executive Assistant serves as the primary point of contact and coordination for internal constituencies (finance team, management team, staff, and Company's governing bodies) and external parties (financial institutions, auditors, consulting firms, Company's partners) on all matters pertaining to the CF&PO Office.

Planning and Coordination

• Provide comprehensive administrative support to all department heads across the organization.

• Coordinate and manage executive schedules, including meetings, appointments, and travel arrangements for all departments.

• Prepare and edit correspondence, communications, presentations, and other documents for various departments.

• Facilitate internal and external communications between departments, ensuring timely and accurate dissemination of information.

• Assist in the preparation and coordination of meetings, including scheduling, agenda preparation, and taking minutes.

• Manage and maintain accurate records and documentation, ensuring confidentiality and security of sensitive information.

• Support project management activities by tracking deadlines, deliverables, and ensuring follow-up actions are completed.

• Handle office management tasks such as ordering supplies, managing equipment, and liaising with facility management.

• Coordinate and organize departmental events, workshops, and training sessions.

• Assist in the development and implementation of administrative policies and procedures to improve efficiency across all departments.

• Act as a point of contact for external stakeholders, providing information and assistance as required.

• Perform other related duties as assigned to support the effective operation of the organization.

Policies, Systems, Processes & Procedures

• Follow all relevant departmental policies, processes, standard operating procedures, and instructions so that work is carried out in a controlled and consistent manner.

Continuous Improvement

• Contribute to the identification of opportunities for continuous improvement and sustainability of systems, processes and practices considering global standards, productivity improvement and cost reduction.
  

• Reporting
  
  Assist in the preparation of timely and accurate statements and reports to meet department requirements, policies and quality standards.

QUALIFICATIONS, EXPERIENCE, & SKILLS:

Minimum Qualifications:

• A Bachelor's degree in Business Administration from a reputable university is required.

Minimum Experience:

• 8 years of experience in similar roles in large companies, of which at least 3 years are in positions of progressively increasing managerial responsibilities, demonstrating a strong need for effective leadership skills.

Required Competencies

Functional Competencies

• Strong organizational and time management skills for coordinating executive schedules, meetings, and travel arrangements.
• Proficiency in preparing and editing correspondence, communications, and presentations.
• Excellent verbal and written communication skills for facilitating internal and external communications.
• Competence in managing records, handling office management tasks, and supporting project management activities.
• Highly proactive, self-motivated, and able to act independently.
• Strong interpersonal skills for building and maintaining positive relationships.
• Flexible and adaptable, able to handle multiple tasks under pressure.
• High level of integrity, professionalism, and attention to detail.