Executive Assistant.1011175

Job Description

Executive Assistant is responsible to provide administrative and secretarial support to the Office of Senior Vice President, Finance and Investment with responsibilities to include handling information requests and performing functions such as preparing correspondence, receiving visitors, arranging and scheduling meetings for executives.<br>• Perform and manage all the activities including office management, implementation of procedures, process management, records management and diary management<br>• Develop and implement administrative systems as and when needed to increase efficiency<br>• Manage the Line Manager’s various projects and initiatives and follow through on issues in a timely manner<br>• Review and summarize miscellaneous reports and documents, preparing background documents as necessary<br>• Assist the SVP Office in preparation of presentation materials<br>• Effective communications management of the SVP office and maintaining confidentiality • Effectively design, maintain and update filing system<br>• Ensure protection, security and confidentiality of all files, records and reports<br>• Responsible for heavy calendar management requiring interaction with both internal and external executives, stakeholders, as well as consultants<br>• Arrange travel schedule and reservations for the Line Manager<br>• Manage all incoming mail and identify items that require priority attention of the SVP, Finance &amp; Investment<br>• Receive and screen all communications for the SVP office including telephone calls and e-mail messages<br>• Prioritize, channelize, and facilitate communication from other business units<br>• Independently responding to letters and general correspondence of a routine nature<br>• Organize and maintain the layout of the office and maintain the supplies<br>• Attending Management, other meetings and taking minutes, as directed<br>• Adhere to the University’s information security and confidentiality policies and procedures, and report breaches or other security risks accordingly<br>• Coordinate with other departments to facilitate the accomplishment of tasks and responsibilities, as and when needed • Perform any other tasks assigned by the Line Manager