The position reports to the Chief Executive Officer (CEO) and is responsible for providing administrative and strategic support for effective and efficient operation of the CEO's office. It acts as the primary contact between the CEO's office and stakeholders (internal and external).
Key Responsibilities
Screen calls, filter information/requests and handle visitors for appropriate action
Receive and distribute incoming mail directed to the CEO's office (physical and email) to facilitate smooth flow of information and timely implementation of required actions
Draft and send correspondence, as necessary, on behalf of the CEO for effective communication with internal and external stakeholders
Support meetings (management, board etc.) and other engagements involving the CEO's office by drafting agendas, preparing materials, coordinating logistics and follow-up communications to enhance effectiveness and outcomes
Take minutes of management and other meetings associated with the CEO's office for accurate record keeping, future reference and accountability
Manage office supplies to ensure efficient running of activities in the CEO's office
Maintain systematic physical and digital filing systems to ensure information, documents and records are accessible and easily retrievable
Safeguard confidential and sensitive documents ensuring appropriate filling and access controls
Track implementation of decisions and issues raised by the CEO to facilitate timely action and closure
Manage and optimize the CEO's calendar by planning and scheduling appointments, meetings and events to optimize time utilization and aligning activities with organizational goals
Plan and coordinate logistics for the CEO's domestic and international travels for seamless execution
Monitor implementation of strategic work plans and priority projects coordinated through the CEO's office for effective execution
Prepare and manage budget for the CEO's office to facilitate resource allocation, track expenditure and optimize utilization
Candidate Profile
Bachelor's degree in Business Administration or related field from a recognized institution
Proficiency in MS Office Suite (Word, PowerPoint, Excel and Outlook)
Minimum of 5 years' relevant experience in a busy senior-level executive office
Proper understanding of organizational communication, protocol and strategic operations
Adaptability and flexibility to work in a fast-paced and ever-changing environment
Training in secretarial studies, proficiency in virtual collaboration platforms and other productivity tools as well as working experience in a faith-based environment are added advantages