Executive Assistant at Sheer Logic

Key Responsibilities

Executive support

• Assists the GMD with daily administrative duties and completes a broad variety of administrative tasks that include managing an active calendar of appointments; completing expense reports; composing and preparing correspondence; arranging complex and detailed travel plans, itineraries and agendas and compiling documents for meetings.
• Communicates with the general staff on the GMD’s behalf and coordinates logistics with high-level meetings both internally and externally. Coordinates meetings and strategic activities with the EXCO, MANCO and other members of staff. Take minutes in meetings where applicable.
• Supports GMD in his external commitments related to regulators, government agencies / institutions / Investors / Share Holders / Directors, including service on external bodies, committees and other groups; KBA, KIB, KEPSA etc.
• Take and transcribe dictation on technical and confidential matters from the GMD as required.
• As liaison between the GMD and staff and other stakeholders, transmits directives, instructions and assignments and follows up on status of assignments to ensure closure as per timelines.
• Brief GMD on feedback based staff, sentiment, view, expectations on Bank strategy, direction, decision, other matters (including personal impacting performance).

Board Meetings Coordination

• Preparation of the Main Board Meeting notice given agenda, venue and time.
• Follow up on Main Board papers and circulate the same to the Directors after review from the GMD.
• Follow up on the Board Committee papers from the members, review and circulate to the company secretary.
• Organize board/board committee meeting in an organized manner.
• Manage the Board Meetings budget

Communication

• Assists in coordinating the agenda of senior management team meetings. Prepares an account of the meetings and designates and follows up on assigned action items.
• Manage departmental written and oral communication.
• Ensure timely communication of departmental issues to the GMD.
• Answering and filtering calls, taking messages, responding to general enquiries and requests for information and documentation whilst exercising discretion and confidentiality.
• Preparing/drafting correspondence on behalf of the GMD, registering and onward transmission of incoming and outgoing correspondence, emails and ensuring follow-up in regards to deadlines.
• Ensure quality, clarity and orderliness of communication.
• Ensure all urgent incoming communication is brought to the GMD’s attention immediately.

Clients Relationship Management

• Manage EXCO and MANCO relationship through negotiations to achieve responsiveness of the meetings action points.
• Follow-up on customer cases meeting GMD to ensure all the action points agreed on are executed seamlessly within time frame allocated/agreed.
• Handling and assisting in resolving customer issues that comes through to the GMD’s office.
• Hosting High End customers, assist them with GMD’s audience to achieve customer delight if required in coordination with EXCO/MANCO/BMs concerned.

Travel Arrangements

• Organizing/scheduling all GMD’s travel and stay arrangements.
• Ensuring all logistical needs are met during these visits.

Filing

• Filling, copying, circulating and retrieving documents for the GMD.
• Developing and maintaining filing and reference system in order to access office documents in a timely manner.
• Safe custody and Protection of confidential information, documents and/or materials exclusively meant for the GMD. This includes board papers for the Group/Bank communication from CBK and other regulators/government agencies, KBA Office.
• Maintenance of adequate stock and consumables while achieving cost efficiency.

GMD’s Special assignments

• Branch visits for feedback from staff to the GMD geared towards growing bank’s bottom line in line with the 8C’s strategy for the Bank.
• Visit external clients to foster good clients’ relationship together with respective business heads or Relationship Managers where applicable.
• Manage GMD’s office related expenditure and receipts as well as personal transactions of GMD as and when required.
• Maintenance of GMD’s calendar of appointments and

Other Duties

• Supervising administrative duties and orderliness of the office in line with office practice.
• Sourcing and ordering stationery and office equipment.
• Manage office expenditure (Petty Cash).
• Performing any other related tasks/projects as requested by the GMD.
• Participating in ad-hoc projects/requestsas and when they arise.
• Celebrate staff birthdays at HQ, customer and staff events at Head Office and branches in coordination with Marketing, concerned Head of Business.
• Recommend action to be taken on office expenditures such as equipment and supply needs. May assist in preparation of the office budget.
• Support to concurrent Auditor (CA) on information …….. check and validation (To be done in coordination with CA)

Key Relationships (Internal & External)

Internal

• GMD’s Office
• Board
• EXCO/MANCO and ALCO
• Branch Managers and Branch Operations Managers
• All departments/ Branches.

External

• All Regulators/ Government agencies/external customers/stakeholders relating to the Bank and/or as desired by GMD.

Key Performance Indicators

• Prompt and accurate communication.
• Efficient coordination with all stakeholders.
• Ensuring easy access and resolution of customer ……… issues to the satisfaction of customers.
• Support to Marketing/Branches in customer service and ensure complaint reduction.
• Execute GMD’s requirements in a timely and organized manner.

Job Specification

Academic / Professional Qualifications

• Degree in business related field
• Diploma in Secretarial Studies and Business Management
• Knowledge in accounting is preferable
• Must be Computer Literate and good working knowledge of Microsoft Office applications.

Level of Experience

• 3 years having worked in the same capacity in a busy environment.

Competence Requirements

• Ability to maintain business confidentiality.
• Pleasant personality with positive approach and attitude.
• Ability to coordinate and handle high-level business issues and work with relevant stakeholders to support the GMD in dealing with all day-to-day matters.
• Ability to analyze office management situations and provide concise information and recommendations well as and reports that support executive decisions.
• Ability to maintain high level of confidentiality
• Good communication skills.
• Attention to details