Executive Assistant to the CEO at The OmniGroup

JOB PURPOSE:

• To provide critical support to the Group Chief Executive Officer and Senior Management within Omni Group and undertake administrative functions to ensure that the Business Development, Operational and Office Management are carried out effectively and efficiently.

DUTIES:

• Serves as the primary point of contact for appointments and setting up of meetings for both internal and external stakeholders
• Manages the GCEO’s day-to-day diary and meeting schedules
• Liaises with clients and partners at a high-level on behalf of the GCEO
• Supports the GCEO to prepare information for presentations, proposals, media interviews, etc.
• Updates the GCEO on key organizational issues on a regular basis
• Keeps the diary / calendar of the up to date with appointments and commitment and ensure his adherence, albeit with variations.
• Explores and facilitates the creation of rapport with potential business contacts and partners
• Cultivates and maintains an effective relationship with key service providers (Immigration, Airlines, Visa Application Centers / Entities, etc.)
• Coordinates and maintains an up to date record of Business Development initiatives (Proposals, Projects etc.) to aid execution, monitoring and evaluation
• Initiates business ideas and/or proposals for incubation and development
• Identifies opportunities and proposes strategies to nurture such opportunities into pragmatic business projects
• Coordinates the timely submission of weekly operational updates on pending projects as well as new initiatives / proposals (Performance Management File)
• Submits weekly Project management report on the progress of execution (Project Management Template)
• Submits proposals to review existing operations to improve output/productivity
• Provides a bridge for smooth communication between the GCEO’s office and internal departments and external relations, ensuring effective executive and administration support of the GCEO
• Works closely and effectively with the GCEO to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately.
• Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
• Facilitates all travel arrangements, lodging and coordination of events 
• Develops, edits and completes written communications to external stake holders including proposals, bids, concept papers, profiles, capability statements and reports.
• Follows up on client contacts and supports the cultivation of ongoing relationships
• Prepares business proposals for prospecting.
• Develops concept papers and strategies for corporate operations.
• Prepares and submits weekly/Monthly/Quarterly reports on all activities.
• Attends to correspondence on behalf of Managing Director.
• Prepares and submits bids for the Group as per spelt out deadlines.
• Any other duty that may be assigned

INTERNAL RELATIONS:

• Relates to all management team members in a cordial but business-like manner. (GCEO and others)

EXTERNAL RELATIONS:

• Maintains contacts with external clients, ministries, other public services, private sector and company’s partners through regular calls, emails and interface through meetings to identify and address the strategic agenda.

RESPONSIBILITY FOR ASSETS:

• Has responsibility for the management of company’s asset
• Has responsibility for managing the company’s client’s database and executive office information confidential

EDUCATIONAL QUALIFICATION & EXPERIENCE

• Degree in Business Administration (BSc) with Marketing / Business Strategy or Degree in Mechanical Engineering Options with 5 to 10years post qualification experience.
• Strong management, organizational, analytical and interpersonal skills.
• Administrative Writing Skills, Reporting Skills, Time Management, Presentation Skills

TECHNICAL

• Strong written and verbal communication skills
• Effective record management skills
• Project management skills
• Strong interpersonal relations
• Ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion
• Must be emotionally mature and a highly resourceful team-player and have the ability to provide the highest level of customer/client service and response
• Ability to produce accurate work when under pressure.
• Knowledge of report writing skills
• Ability to record and prepare minutes of meetings
• Knowledge of the airline industry
• Ability to organize travel schedules and book reservations
• Good analytical skills, detail handling, problem solving and practical learning
• Sensitivity to confidential matters may be required
• High level of correctness and strong attention to details

PERSONALITY

• High level integrity: Ability to manage clients and company’s secrets confidential.
• Ability to be creative and enjoy working within an entrepreneurial environment that is results driven and mission-led
• Very Good interpersonal skills
• Excellent communications skills: Ability to communicate with people at all levels within and outside the company.
• Excellent presentation skills: Ability to present commercial strategies and programmes to management for approval.
• Creativity and innovativeness, work ethics and values,
• Good interpersonal relationship
• Ability to work in a team to achieve Excellent communications skills: Ability to communicate with people at all levels within and outside the company.
• Excellent presentation skills: Ability to present commercial strategies and programmes to management for approval.
• Creativity and innovativeness, work ethics and values,
• Good interpersonal relationship
• Ability to work in a team to achieve excellence