Executive Assistant

MAJOR RESPONSIBILITIES/DUTIES: Working with the Managing Director, the board, the senior
management team and other staff to:
1. Maintain and develop systems, procedures and records in line with the organization’s policies and
objectives
2. Ensure necessary records are maintained that can readily provide current, accurate and accessible
information
3. Work within the framework of “The Palms” corporate plan as directed by the Managing Director
4. Support the Managing Director in the preparation and presentation of reports, proposals, budgets
and related activities in servicing and developing contracts and relationships with stakeholders and
partners
6. Support the Managing Director in the preparation of all documentation required for key decision
making as required
7. Under the guidance of the Managing Director ensure the palms corporate methods for monitoring
and evaluating the effectiveness and impact of “The palms” strategic initiatives and the impact of
investments that “The palms” makes are applied.
REQUIREMENTS/QUALIFICATIONS:
Applicants must be able to demonstrate understanding, experience and ability as follows:
Essential
Candidate will have demonstrable experience of working in a similar role at a comparable level in a
company.
Have an understanding of the requirements and implications of working to a Managing Director.
IT literacy; experience of Word, Excel, PowerPoint, access database software etc.
Excellent administration and secretarial skills.
Excellent verbal and written communication skills.
Willing to travel. Desirable
An understanding of the statutory responsibilities of running a company.
An understanding of the operation, application and accountability of public funds.
Experience of companies that work in partnership as well as competition.
Event organization. PERFORMANCE COMPETENCIES AND CRITERIA: Working with the Managing
Director and other staff to:
Comprehensive administration duties in support of the Managing Director, board and senior
management team.
Arranging travel and accommodation for the Managing Director.
Day to day planning and organization of the Managing Director’s diary.
Dealing with the Managing Director’s post and correspondence.
Set up meetings and appointments, organizing venues and hospitality for visitors etc.
Take responsibility for the ordering of stationary and office supplies.
Service the board including the production of agendas, minutes and key papers.
Document minutes of all meetings as directed by the Managing Director.
Undertake mailings and communication as directed by the Managing Director.
Set up and maintain the integrated electronic and paper based filing systems.
Work with the communications team to maintain and develop databases and mailing lists to ensure
they are current and up to date at all times.
Play a key role in the formatting and presentation of “The Palms” corporate materials and documents.
Maintaining the company’s records including personnel files.
Any other duties appropriate to the post.