Executive Assistant at Fina Trust Microfinance Bank

Job Summary 

• To provide an efficient and responsive administrative, organizational and logistical services to the Managing Director.
• He/she will help to manage and prioritize the MD’s schedule, appointment tracking and report writing.
• The EA would be responsible for providing full secretarial assistance to the MD to ensure a high level of service and deliverables is maintained.

Primary Responsibilities

• Act as the first point of contact among executives, employees, clients and other external partners
• Screen all incoming phone calls, inquiries, visitors, correspondence, and route accordingly as well as book appointments for clients and business guests.
• Coordinate and book travel and accommodation arrangements, prepare itineraries, plan logistics, and submit expense reports.
• Conduct weekly diary meetings with the MD to discuss upcoming engagements, invitations and other requests.
• Ensure busy diary commitments, papers and travel arrangements are managed effectively including keeping track of events.
• Manage and maintain the MD’s email account(s), filter and respond to emails and urgent correspondence as much as possible.
• Format information for internal and external communication such as memos, emails, presentations, reports, invoices letters, and other documents.
• Prepare and deliver weekly, monthly or quarterly monthly reports, presentations and correspondence.
• Manage complex office administrative work requiring the use of independent judgment and initiative.
• Ensure the MD is fully briefed on, or prepared for, any engagements he is involved in. Keep and maintain an accurate record of papers and electronic correspondence on behalf of the Director.
• Prepare minutes of general meetings as required. Organize and maintain the office filing system and service that is in line with the Director’s work habits and preferences.
• Liaise with other executives on behalf of your manager.
• Oversee the performance of other clerical staff and perform other duties as may be assigned periodically.

Specifications

• Bachelor’s Degree in relevant fields
• 2+ years relevant work experience.
• Knowledge of Administrative processes and best practices.
• Good knowledge of Microsoft office suite is required especially Excel & Powerpoint.
• Ability to gather data (research) on trends in the industry.

Skills:

• Excellent interpersonal skill.
• Good problem-solving skill
• Analytical ability and strong attention to detail.
• Excellent verbal and written communication skills.
• Should be able to maintain how sense of confidentiality and trust worthyness.