Dalex Finance Recruitment 2018

Dalex Finance is seeking to recruit an Executive Assistant.

Job Description

Job Title: Executive Assistant

Reporting To: Director, Business Operations
Job Location: SWIFT Office

Job Summary: To manage The Director’s office and support in the day to day operations and the management of the company.

Key Job Responsibilities

Management of The Director’s Office

• Manage the workflow and track all ongoing projects of The Director Office.
• Ensure business/projects reporting schedules are strictly adhered to and all reporting requirements are met.
• Review and generate business reports and support the Director in developing presentations for all engagements (Board, key clients etc.).
• Oversee the day to day administration of The Director Office and the company as a whole.
• Monitor to ensure that all departmental schedules and projects are running on course.
• Review proposals and all in-coming correspondence to The Director Office.
• Manage the schedule for all key activities of the Director Office and coordinate tasks to ensure the Office runs efficiently.
• Keep and maintain an accurate record of paper and electronic correspondence on behalf of the Director.
• Prepare correspondence on behalf of the CEO, including the drafting of general responses, recommendations and proposals.
• Minute general meetings as required and complete research on behalf of the Director.
• Review all reports to ensure compliance to requirements.
• Support the Director in monitoring key performance indicators for each business unit.

Corporate Affairs

• Work with external marketing agencies to plan and implement promotions, campaigns and advertising materials to ensure brand consistency through all channels.
• Support brand building initiatives.

Customer Service

• Responsible for ensuring the implementation of the company’s service strategy.
• Responsible for customer service training, service delivery, service quality, customer feedback to ensure service standards are met.

Administration

• Implement and manage an effective administrative support system to ensure that the Company runs and operates smoothly. This includes oversight responsibility for the entire administrative function of all departments.
• Track and follow up on all Project Management Action deadlines

Key Performance Indicators

• Reporting – complete, accurate and on time
• Record keeping
• Branding – consistency and standards
• Customer Service – no service breaches
• TAT
• Project management – action deadlines

Relationships

External: Marketing Agencies and Clients
Internal: The Director and all Departments

Qualification Required & Experience

• A first degree (2.1 and above) in Business, law, Human Resources, Administration or Management.
• A Masters Degree in a related field will be an advantage

Knowledge

• Demonstrable experience in an administration/business role in a fast paced environment requiring tact, judgement and discretion in handling internal and external contacts.
• Expert level in the use of Microsoft suite of applications.
• Excellent organisational skills, ability to multi-task and organise others.
• Excellent oral and written communication skills and ability to professionally represent the Director’s office.

Work Experience: Five years working experience

Technical Competence

• Ability to work under pressure
• Ability to develop and maintain good working relationships at all levels, including during difficult or challenging circumstances.
• Ability to prioritise and manage own workload amid conflicting demands and busy work periods.
• Ability to think ahead and anticipate needs before they arise.
• Ability to exercise discretion in dealing with confidential or sensitive matters.
• Confident and able to work on own initiative and with limited supervision.

Personal Competence Should be:

• Creative
• Self-driven
• Resourceful
• Passionate
• An excellent communicator
• Able to build trust
• Professional with a good service orientation
• Should plan to avoid failure

Level of Authority: As relates to management of the Director’s Office, Corporate Affairs and Business Operations.

Decision Making: As delegated from time to time.

Working Conditions: Office bound with travel

Physical Requirements: No physical requirements

Location: Accra

Closing Date: 02 September 2018