Executive Assistant at HCS Africa

Job Description (adsbygoogle = window.adsbygoogle || []).push({}); The name HCS Africa is derived from carefully selected words: ‘Human’, referring to our people-oriented approach, ‘Capital’, referring to our commitment of increase in profit, and ‘Synergies’, referring to the collaborative nature of our organization. Therefore our service provisions and methodologies are wholly centered on adding value to your most important source of profit – Human Resource – and anything else in line with your business priorities which require the synergy of our partnering stakeholders.Job PurposeThe main purpose is to ensure the smooth running of the office on a day-to-day basis, provide comprehensive administrative, logistical and technical support to the Chief Executive Officer & Creative Director. The Personal Assistant is also an important interface for staff internally as well as external stakeholders.Key Responsibilities· Provide direct executive-level administrative support to the Directors, including managing of correspondence, scheduling and coordination of meetings, calendar of events/meetings, drafting agenda, preparing documents, and managing/closing follow up tasks.Organize travel/meeting plans with internal staff and external stakeholders, developing detailed itineraries, and managing logistics related to the travel schedule/meeting including agenda scope and briefing materials.Coordinate activities across country teams and with other departments to maintain action lists and follow-up, managing correspondence and work flow, and compiling briefings and reports on time.Organize and schedule office and team activities.Compile, verify and organize materials for trips, events, and reports.Manage special projects, including international events planning and execution.Create reports, presentations, or other data as requestedMaintain database and contacts of key collaborators.Take meeting notes and share them with the Directors and all relevant colleagues for follow up actions/closure in a timely manner.Any other duties that may be assigned from time to time by the Directors. Professional Qualifications Bachelor’s degree in Business Administration or any related field, from a recognized university.Minimum 4-5 years of demonstrated executive level experience.Strong time-management and work planning skills – an ability to meet deadlines under pressure, including managing/ prioritising multiple areas of work in a fast paced, and often fast changing, environment.High degree of professionalism to handle sensitive and confidential information with absolute discretion and adherence to confidentiality.Highly organized and equipped with a collaborative approach and a strong sense of teamwork and willingness to work with colleagues and other departments in support of organisational objectives.Strong MS Office skills and ability to produce documents, such as reports, to a good presentational level.Exceptional listening, oral and written communication skills with a high degree of accuracy and attention to detail.Ability to manage shifting priorities with flexibility and accuracy, delivering on deadlines with a minimum of, or no, supervision.Fluency in oral and written English is essential.