Executive Assistant / Technical Specialist

Responsibilities:

Executive Support & Administration/Office Management:

• Provide daily executive and administrative support for C-level officers including managing communication; emails; information (filing, dispatching and documentation); visitors; itinerary; business meeting schedules etc., and generally ensuring the smooth running of the executive office.
• Manage an extremely active calendar of appointments, compose and prepare correspondences that are mostly confidential, and arrange travel plans, and agendas.
• Develop & link a communication matrix for managing the CEO time & ensure alignment with his calendar & schedule.
• General management of the corporate head office.
• General record-keeping duties.
• Catalogue of all files and safekeeping of all official documents. 

Stakeholder Management

• Engage key external & internal stakeholders and create effective relationships that align with the company’s strategy
• Develop, manage and evaluate stakeholder engagement strategies/ plans to be in line with the company’s sales, marketing and communications strategy.
• Liaise with key internal stakeholders across the company to identify and shape opportunities for engagement.
• Work with key internal stakeholders across the company to identify and shape opportunities for engagement by maximizing the CEO’s activities and events

Business Performance & Operations Reporting

• Receive, review and analyze monthly business performance reports of Departments, measure performance and escalate to the CEO where necessary.
• Organize weekly Management Meetings, prepare and send out agenda, take down minutes of meetings and ensure implementation of key action points by timely follow-ups.
• Receive and review all minutes of the weekly/monthly meetings of all Departments and bring important issues to the attention of Heads of Departments for action.
• Keep track and evaluate direct reports on monthly/quarterly performance measurements of Sales, projects and escalate to CEO where necessary.
• Receive, evaluate and review departments’ performance report analysis; follow up and escalate to the CEO where necessary.

Administration & Compliance Support

• Coordinate and ensure timely renewal of all relevant regulatory registration documents, licenses, certificates, permits etc.
• Maintain a database/log of all customers engaged by the Company; status update.

Project Management/ Support

• Support and coordinate projects and initiatives for the executive office as assigned, engaging relevant stakeholders, tracking and reporting etc. for timely delivery and achievement of defined goals and objectives.
• Organize, kick-off, close and schedule retrospective meetings between the Executive office and the project teams.

Commercial & Market Awareness

• Understand general knowledge of business, business drivers, key performance indicators etc. to support business decision-making; problem-solving; prioritization; business and related analysis etc.
• Monitor fundamental economic, industrial, international stocks, forex markets and developments indices by analyzing information obtained from financial publications and services, government agencies, Commodity Exchange, financial and cooperates markets.
• Scan the internal and external environment of the company’s businesses and on opportunities that are critical to growth and sustainability.

Analytics, Reporting & Presentations

• Analyze, and interpret data and information; distil insights to support decision-making and problem-solving; good use of MS Office Suite and relevant tools for reporting and presentations
• Prepare and review business reports of projects, departments and other strategic projects; analyze their statuses and share with the CEO regularly.
• Capture the CEO’S ideas in an articulated business presentation.
• Assist the CEO in analysing competitors, in trade and cooperates market trends
• Update and monitor innovations in the industry globally and locally (monthly report)
• Competitors tracking both local and international markets (monthly report) 

Requirements:

• Years of experience: 3 - 5 years
• BSc degree in any discipline
• MBA/ professional certification is important