Executive Assistant

By report directly to the Group Managing Director, and indirectly to Group Directors and Executive Management team members, this role is accountable for: 

• Providing administrative support to the Group Managing Director and Group Directors, aiding general management functions.
• Identifying and developing efficient internal processes to enhance the effectiveness of Group Directors in their roles.
• Maintaining key management platforms to facilitate better information sharing and updates across the Group.
• Overseeing project management tracking to ensure clear monitoring and follow-up by the Group Executive team.

Key Responsibilities

a) Administrational Support

• Calendar Management and Travel Arrangements for Head Office Directors and Executive Team. 
• Expense report management through our Zoho Expenses platform. 
• Minute taking and distribution of key meetings. 
• Monitor and purchase key office supplies. 
• Filing of sensitive Group Contracts and Agreements. 
• Assist in the organisation of key events / meetings across the region. 
• Assist office visitors as required. 
• Coordinate meeting rooms.

b) Process 

• Review and suggest improvements of key administrational support processes. 
• Ensure that robust standard operating procedures (SOPs) are developed and maintained within the Executive Management team.
• Close coordination with HR to ensure clear handling of sensitive staff information.
• Close coordination with IT to ensure clear processes are followed re: IT expenditure and maintenance costs. 

c) Management Reporting 

• Coordinate input from Country Management, Group Finance & HR, Product Management and Group IT to ensure timely and effective monthly & quarterly management reporting is captured for vetting by the Group MD.
• Assist the Group MD to ensure that key Group reporting timeframes are met.
• Propose and drive improvements in our management reporting methods.
• Responsibility for specific SharePoint pages as required – this involves gathering news / info and updating the pages in a quick / proactive way.  

d) Project Management

Coordinate with the Group MD and Executive Management Team to track and monitor key targets and projects across the Group.