Summary
Date Posted: Wednesday, August 23 2023, Base Salary: Not Disclosed

JOB DETAILS:
Job brief/Purpose:
The Executive Assistant (Exec Ass) will work closely with the Chief Executive Officer (CEO) to provide administrative support on a one-to-one basis. He/she will help the CEO to make the best use of his time by organizing and coordinating both his routine and executive tasks on his calendar including internal and external travels. He/she should have excellent diplomatic skills to coordinate relationships for both internal and external customers on behalf of the CEO. Should have good secretariat skills, to review and draft documents for both internal and external use for the CEO. Must have good analytical and cognitive skills to comprehend and prioritize the CEO appointments as guided and advised by the CEO and business needs. Must have adequate knowledge on the VFU core business processes and policies. Discretion and confidentiality are very essential and key attributes based on the nature of tasks and sensitivity of the information handled by the Exec Ass.

Major Responsibilities:
• Updating and managing the CEO’s digital and manual calendar by scheduling activities, fixing appointments, follow up on the scheduled activities with the CEO and the people scheduled to meet him.
• Follow up with the CEO and the relevant people on action points agreed upon during the meetings/ trainings.
• Ensure that the CEO’s scheduled activities meet the intended objectives as documented in the agreements, meetings or trainings.
• Devise and maintain office systems, including data management and filing in an orderly and systematic manner that makes retrieval of documents quick.
• Arrange all CEO’s travel, visas, accommodation and, if necessary occasionally, travel with the CEO to take notes or dictation at meetings or to provide general assistance during presentations;
• Screen phone calls, enquiries and requests, to meet the CEO appropriate;
• Meet and manage relationships on behalf of the CEO when appropriate.
• organize and maintaining diaries and making appointments for the CEO
• Dealing with incoming emails or faxes and post, where appropriate or when assigned and handle correspondences on behalf of the CEO.
• May be required to carry out background checks on assigned pertinent issues and present findings to the CEO as assigned.
• Will structure and design memos, presentations and review documents, briefings and reports on behalf of the CEO and summarize them for him/her.
• On rare cases, the Exec Ass may be required to organize and attend meetings on behalf of the CEO.
• Liaise and coordinate correspondences with WVU, VWI and VFI for the CEO.
• Work closely with senior management team and ensure that each department is given adequate support and attention by the CEO.
• Any other legitimate duty as assigned by the CEO from time to time

Person Specifications/skill set
• Excellent written and oral communication skills;
• Excellent IT skills;
• Excellent diplomatic and interpersonal skills
• Smart and pleasant personality
• Ability to quickly comprehend information for quick decision making and for use to meet deadlines;
• Good organizational and time management skills;
• Should be able to digest, analyze and present material clearly and concisely;
• Must be creative
• Honesty and reliability;
• Must be good at paying attention to detail;
• Flexibility and adaptability to juggle a range of different tasks and to work extra hours to meet deadlines;
• Discretion and an understanding of confidentiality issues.

Qualification/Working experience.
• At least an honors degree in Law (LLB)/ business degree/Office Administration
• Two years working experience (added advantage for those with in related experience)
• Additional advantage for those with secretariat experience.



Work Hours: 8

Experience in Months: 24

Level of Education: Bachelor Degree

Job application procedure
We are currently recruiting for the following position. Send your resume and academic qualifications to vfu_info@visionfund.org not later than 2nd September 2023.



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