Executive Assistant: Office Of The CEO

Description

• The Executive Assistant will provide efficient and effective secretarial, administrative support and handling of confidential matters to the Chief Executive Officer and assist in the coordination and management of the daily functions of the office in an efficient manner
• The incumbent exercises initiative and is responsible for projecting a professional approach to enhance the functions of the office of the CEO
• This position reports to the CEO
• The incumbent is expected inter alia to:

Duties

• Provide general office administrative support to the Office as instructed or requested by the CEO and unit staff
• Schedule and maintain superior’s diary to effectively manage his/her time to ensure that meetings are scheduled, clients are served, work is prioritized, and s/he is informed accordingly
• Type reports as required by the superior for weekly, monthly, quarterly, and annual information as instructed to ensure reports are in the required format
• Type all letters, memos, reports, faxes and E-mail on behalf of the CEO as instructed and post/send these according to requirements and priority. Act within discretionary limits to ensure prompt response, promote a professional image and improve efficiency
• Prepare presentation materials as instructed to assist the CEO and the Unit staff to make effective and professional presentations when required
• Receive all mail intended for the CEO and the Unit and ensure that mail is referred to the correct persons or respond to those matters that can be dealt with personally within the limits of authority
• Organize meetings and functions for the CEO’s Office by arranging dates, venue, catering requirements, agendas and invitations as instructed
• Ensure that the CEO has relevant information to prepare timeously for meetings & respond timeously to issues directed to that office
• Plan the annual EXCO meeting calendar with the Corporate Secretary and communicate accordingly
• Gather information for the office of the CEO from the respective departments as requested
• Take, type and distribute minutes of meetings and follow up on matters arising from previous meetings to ensure decisions are followed up and act upon
• Arranges accommodation and transportation (including flight reservations) by liaising with travel agents, airlines and hotels as the case may be for the Office of the CEO
• Provide input for the annual division operational budget
• Complete requisitions for payments as instructed and approved by the superior, obtain the necessary signatures and submit to the accounts section for payment
• Maintain filing system of all correspondence and documentation of the Unit for good office administration and in order to ensure easy and quick access for query handling
• Take telephone calls on behalf of the CEO and ensure that callers are dealt with in a professional manner and that their queries are handled to their satisfaction, either by referring them to the correct person or, where possible, by handling the issue personally in line with own line of authority
• Promote generally a positive image of the Commission and ensure ease of stakeholder contacts to the Office of the CEO
• Perform any other duties as requested by the superior

Requistes

• Bachelor’s degree in business administration/office management or any relevant qualification at NQF level 7
• 5 years experience in the secretarial field
• Exposure in Trade and industry environment would be an advantage
• Relevant working experience with Ms Office products (Ms Word, Excel, Ms PowerPoint, Ms outlook) and Internet, are required
• The incumbent should have a sound understanding of the purpose of the Commission

Notes

• Only shortlisted applicants will be contacted
• The Commission offers market related remuneration packages commensurate with experience and qualifications
• Persons from designated groups are encouraged to apply
• Interested candidates should forward their résumé, which should include three contactable references in strictest confidence to:
•     TO: Manager: Human Capital
•     Namibian Competition Commission
•     NTF Building (opposite Ministry of Environment)
•     Eugene Marais Street
•     PO Box 2104, Windhoek
•     Tel: (061) 224622
• The advert has minimum requirements listed
• Management reserves the right to use additional/relevant information as criteria for short listing
• Applications who do not receive any response within three weeks after the closing date should accept that their applications were not considered favorably
• The Commission regrets it cannot return documents
• Enquiries: Manager Human Capital
• Tel:+264 61-224622
• Closing date: 19 September 2023 @17h00