Executive Assistant to the Board

To provide organized and detail-oriented administrative support to the Board at Amana. Duties include managing administrative, project-based tasks, facilitating smooth operations and successful deliverables, whilst projecting a professional corporate image.

OPERATIONAL

Performs a variety of administrative or executive support tasks that are highly confidential and sensitive in nature.
Actively engages The Board who have varying diverse management and communication styles and expectations.
Acts as liaison between the Board members, CEO and leaders of business units and departments.
Screen incoming telephone calls, taking and delivering accurate messages and responding to requests by gathering and providing information or directing queries.
Screens incoming correspondence and reports and makes preliminary assessment of the importance of materials and organizes documents.
Reviews, proof-reads and edits documents prepared for the Board.
Coordinates and facilitates the Board’s calendars to arrange appointments, meetings and conferences.
Creates, transcribes and distributes confidential meeting agendas and minutes.
Complies and maintains various filing and records management systems.
Carries out extensive travel arrangements, prepares itineraries, maintains travel vouchers, transport and accommodation details.
Prepares and maintains expense reports.
Supervises support staff.
Performs ad hoc tasks as required.
Be responsive to emails/texts/phone calls, with contact outside normal business hours.
Uses discretion, confidentiality and good judgment to handle C-Level matters.

PEOPLE MANAGEMENT

Evaluates and verifies employee performance through the review of completed work assignments and/or reviewing work techniques (Receptionist and Corporate Driver).
Supports and maintains relationships with other companies and organizations.
Builds and maintains internal and external relationships as outlined below:
INTERNAL:

Board
Executive Committee
Operations
Facilities Management
Legal
Projects Control
Finance and Accounts
Management Committees
Human Capital
EXTERNAL:

Clients
Consultants
Suppliers
Skills
Educational Qualifications: Degree in Business, Management or Administrative Studies.

Required Experience: Ten plus years global experience supporting C-suite/Board/Shareholders in the Professional Services industry.

BEHAVIOURAL SKILLS:

Organized and methodical approach to managing multiple requests/tasks.
Ability to work on own initiative to tight deadlines, showing flexibility and adaptability to manage a range of varied tasks.
Proactive approach to problem-solving with decision-making skills.
Ability to use diplomacy and discretion sharing information.
Excellent organizational and communication skills.
Anticipating needs and requirements.
Ability to determine work priorities.
Ability to make decisions where precedents may not be established.
Demonstrating high levels of confidentiality at all times.
Strong sense of time management and prioritization of tasks.
Professional, calm and composed demeanor.

TECHNICAL SKILLS:

Strong written and verbal English communication.
Demonstrated depth of cultural understanding and sensitivities.
Advanced MS Office capability and other relevant digital technology.
Ability to create presentations, charts, databases and spreadsheets.
Ability to compose business correspondence and reports.
Ability to select and synthesize data.
Ability to arrange extensive travel itineraries.
Knowledge of the organization and maintenance of filing systems.
Demonstrated high level of organization and attention to detail.