Main Purpose of Job

Join our dynamic and innovative team as an Executive Assistant to our CEO. We're a leading force in the information management industry, dedicated to pushing boundaries and building solutions in Africa, for Africa. As an integral part of our team, you'll have the opportunity to work alongside industry visionaries and contribute to shaping the future of our business. We are seeking a highly organized, proactive, and resourceful Executive Assistant to provide comprehensive support to our CEO. The ideal candidate will be a master of multitasking, able to handle a wide range of administrative and executive support tasks with professionalism and discretion. This role requires exceptional communication skills, attention to detail, and the ability to thrive in a fast-paced environment.

Main Responsibilities

Calendar Management: Maintain and coordinate the CEO's complex calendar, including scheduling meetings, appointments, and travel arrangements. Anticipate scheduling conflicts and proactively resolve them to ensure optimal time management.
Communication: Serve as the primary point of contact between the CEO and internal/external stakeholders. Manage email correspondence, answer calls, and prioritize messages with a keen understanding of urgency and importance.
Meeting Preparation: Prepare agendas, materials, and presentations for meetings attended by the CEO. Take meeting minutes, track action items, and follow up on outstanding tasks to ensure timely completion.
Travel Coordination: Arrange domestic and international travel logistics for the CEO, including flights, accommodations, airport tranfers, transportation, and visa processing. Provide detailed itineraries and travel packs to ensure smooth and hassle-free travel experiences.
Information Management: Maintain confidentiality and discretion when handling sensitive information and documents. Organize and maintain electronic and physical files, databases, and records in a systematic and accessible manner.
Project Support: Assist the CEO in managing various projects by conducting research, gathering data, and preparing reports. Coordinate crossfunctional teams and liaise with department heads to facilitate project execution and alignment with strategic goals.
Event Planning: Plan and coordinate company events, meetings, and conferences attended or hosted by the CEO. Manage event logistics, invitations, RSVPs, catering, and onsite support to ensure successful outcomes.
Prioritization and Time Management: Prioritize tasks and manage competing deadlines effectively to optimize the CEO's productivity and focus on strategic initiatives. Proactively identify opportunities to streamline processes and improve efficiency.

Qualifications and Experience

Bachelor's degree in Business Administration, Management, or a related field preferred
Proven experience as an Executive Assistant or similar role supporting C-level executives in a fast-paced environment, preferably within the IT industry
Proficiency in Microsoft Office Suite and other productivity tools (e.g., MS Teams, google Workspace, Zoom).
Excellent organizational skills with a meticulous attention to detail and accuracy

KPI’S

Schedule Management – Extensive time management skills to determine schedules and milestones and ensure that deliverables are completed on time
Problem-Solving – Excellent problem solving capabilities, able to quickly change direction based system limitations
Computer Literacy – Required to be computer savvy and must feel comfortable working on computers for a long time.
Communication – Excellent verbal and written communication skills is paramount in this role.

Key competencies and skills

Strong written and verbal communication skills, including professional etiquette and diplomacy.
Ability to anticipate needs, exercise sound judgment, and make independent decisions when necessary.
Discretion and confidentiality in handling sensitive information and communication.
Flexibility to adapt to changing priorities and work outside regular business hours as needed.
Positive attitude, proactive mindset, and willingness to take on new challenges with enthusiasm.

Personal attributes

Flexible approach – should be able to adapt to different situations in a short amount of time
Comfortable with fast-paced environments
Ability to work well under pressure
Maintaining logical and balanced approach
Self-motivated and self-managed
Able to use initiative and take ownership
Able to communicate effectively
Report on progress and raise issues / problems when necessary
You act as a role model for your peers