Sunday, 26 November 2017

Job Opportunity At GAFCo-Quality Food Company-Executive Assistant to CEO


Job Description
Job Title: Executive Assistant to CEO
Reports to: CEO
Gender emphasis: None
Location emphasis: persons living in Arusha region
Executive Assistant to CEO: Position Summary
The Executive Assistant to the CEO primary responsibility is providing assistance to the CEO, providing general office management, meeting and event coordination. Generally, to provide logistical support and office coordination to the organization, ensuring the installation of appropriate systems and tools for the team’s success.
Essential Duties and Responsibilities
  1. Provides comprehensive support services to the CEO that ensures a professional, responsive and effective experience with the organization as a whole.
  2. Provides sophisticated calendar management. Prioritizes inquiries and requests while troubleshooting conflicts with little guidance; makes judgments and recommendations to ensure smooth day-to-day engagements.
  3. Administers correspondence, manages incoming calls, and prioritizes phone messages, emails and mail. Handles all calls and visitors with grace, sophistication and professionalism.
Job Duties
• Writes error-free, eloquent emails and letters for various events and announcements.
• Updates and maintains phone lists for CEO.
• Works in a professional and focused manner to schedule internal and external meetings including, but not limited to, GPI Board and subcommittees, project teams, etc.
• Conduct extensive research in different subjects such as corporate, legal, agri-business for the CEO and team.
• Acts as liaison of the CEO with regard to interactions with international clients.
• Works closely with Great African Food Company teams and other companies to arrange meetings and events as needed.
• Takes notes and distributes meeting minutes, agendas and meeting packages.
• Liaise with international organisations on different corporate filings and conduct applications for the company
• Implement or attend different corporate meetings on behalf of the CEO and present a concise report on them.
• Translate different documents and conversations for the CEO from Swahili to English, and vice versa.
• Manages contacts using Outlook and google to conduct up-to-date database entry, tracks VIP relations and correspondence; facilitates relationships by familiarizing his/herself with various life events (such as birthdays, and other major milestones).
• Provides complex travel arrangements. Becomes familiar with the specific, detailed needs of the CEO and travel partners; creates consistent travel itinerary portfolios for reference and be available during travel times to quickly address any last minute changes or cancellations.
• Accurately tracks expenses for CEO by managing expenses and receipts and retirements. Processes and submits receipts accurately and on schedule.
• Maintains confidentiality and uses a high degree of discretion.
• Prepares for meetings including ordering lunch, booking conference rooms, setting up projector or video conferencing units.
• Uses Outlook, Google, Word, Excel and PowerPoint to produce materials for internal and external meetings and conferences.
• Assists the HR and Legal Team in implementation of general requirements of the CEO and company.
• Acts as a liaison with landlord and building management on any office and CEO personal-related issues.
• Acts as a liaison with IT department on all technology-related issues, including rapidly responding to staff problems and network outages.
• Acts as a liaison with the Board of Directors as needed.
• Sets-up staff meetings, maintains electronic staff calendars and organizes team events.
• Answers and directs calls and emails of the CEO of a general nature.
• Provides timely and proactive management of the organization’s office environment.
• Maintains physical and electronic office filing systems for CEO.
• Maintains punctual, regular and predictable attendance.
• Works collaboratively in a team environment with a spirit of cooperation and as a relationship builder.
• Displays excellent communication skills including presentation, persuasion, and negotiation skills required in working with guests, vendors, and coworkers and including the ability to communicate effectively and remain calm and courteous under pressure.
• Displays engaging interpersonal skills including the ability to think and act strategically, provide sound judgment, and provide a positive and energetic attitude.
• Provides systematic and dependable follow up, as well as a high level of organization and preparedness.
• Maintains workflow under pressure and in a fast-paced, high-profile work environment.
• Respectfully takes direction from CEO.
• Other duties as assigned.
Supervisory Responsibilities
Directly supervises the Administrative Assistant/Receptionist. Carries out supervisory responsibilities in accordance with the organization's policies and applicable laws. Responsibilities include planning, assigning, and directing work; addressing complaints and resolving problems.
Ability to perform essential job duties with or without reasonable accommodation and without posing a direct threat to safety or health of employee or others. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Education and/or Experience
Bachelor’s degree required, has to have basic knowledge of corporate laws, HR, international relations. Five to seven years’ professional experience in an executive assistant role preferred. Experience with CRM/contact management and Microsoft Office, Outlook, Google suit and apple OS is preferred.
Language Skills
Strong verbal and written English and Swahili communication skills. Other languages such as French, Italian, Russian, and Dutch are an added advantage. Ability to read and interpret documents such as safety rules, operating and maintenance instructions, Laws, national policies and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization.
Mathematical Skills
Ability to work with mathematical concepts such as probability and statistical inference. Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations.
Computer Skills
Job requires specialized computer skills. Must be adept at using various applications including database, spreadsheet, report writing, project management, graphics, word processing, presentation creation/editing, communicate by e-mail and use scheduling software.
Reasoning Ability
Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
Social- Life Skills
Must possess high planning abilities, has to have basic knowledge of first aid and personal security, has to have great knowledge of the Arusha social scene, roads and businesses.
Certificates, Licenses, Registrations
Must possess a valid Driver’s License preferably class B,D, & C.
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