VACANCY ADVERTISEMENT

Our client, seeks to recruit an energetic and self motivated individual to fill the vacant post of;

EXECUTIVE ASSISTANT TO THE MANAGING DIRECTOR

Location: Lilongwe, Corporate Services

Reporting to the Managing Director, the incumbent will be an integral part of the Managing Director’s office, providing high-level support and assistance in managing all aspects of the MD’s responsibilities. The role will involve supporting with high-level management meetings, reporting, deck preparations, and other administrative tasks.

KEY DUTIES & RESPONSIBILITIES

1. Administrative Support:
   • Manage the MD’s calendar and schedule appointments, meetings, and travel arrangements
   • Prepare and distribute meeting agendas, presentations, and other relevant documents
   • Attend meetings, take minutes, and follow up on action items
   • Handle correspondence, emails, and phone calls on behalf of the MD
   • Maintain filing systems and ensure efficient document management
2. High-Level Meeting Support:
   • Assist in the preparation of high-level management meetings, including gathering necessary information, preparing agendas, and coordinating logistics
   • Compile and analyze data, generate reports, and create presentations for meetings
   • Collaborate with other departments to collect and consolidate information for meetings
   • Follow up on action items and ensure timely completion of tasks
3. Reporting and Documentation:
   • Assist in preparing reports, presentations, and other documentation as required
   • Conduct research, gather data, and provide analysis for reports
   • Review and proofread documents for accuracy and completeness
   • Maintain confidentiality of sensitive information and handle it with discretion
4. Stakeholder Management:
   • Liaise with internal and external stakeholders on behalf of the MD
   • Build and maintain relationships with key stakeholders and represent the MD as needed
   • Coordinate with other departments to ensure effective communication and collaboration
   • Handle inquiries and resolve issues in a professional and timely manner
5. Office Management Support:
   • Provide support in managing office facilities, supplies, and equipment
   • Coordinate with relevant departments to address office maintenance and operational needs
   • Assist in organizing company events, conferences, and workshops
   • Perform other administrative tasks as assigned by the MD Role Dependencies:
   • Adherence to HT policies and procedures
   • Interaction and relationship management with internal stakeholders, including OpCo MD and OpCo Heads of Functions.

QUALIFICATIONS, EXPERIENCE & KNOWLEDGE

1. Educated to degree level, preferably in Business Administration or a related field
2. Minimum of 5 years of experience as an Executive Assistant or in a similar role, preferably supporting senior management.
3. Experience in managing high-level meetings, preparing reports and presentations, and coordinating administrative tasks.
4. Experience in a corporate environment or with a similar organization
5. Additional certifications in business administration or executive assistance are a plus

Personal attribute

• Excellent knowledge of office management systems and procedures
• Proficient in using productivity tools such as Microsoft Office Suite
• Strong verbal and written communication skills
• Exceptional organizational and multitasking abilities
• Ability to maintain strict confidentiality and handle sensitive information
• Professional demeanor and ability to interact effectively with stakeholders at all levels

Competencies: Key Competencies:

• Organizational and time management skills
• Attention to detail and accuracy
• Excellent communication and interpersonal skills
• Proactive and able to anticipate needs
• Problem-solving and decision-making abilities
• Adaptability and flexibility

Suitable candidates are required to send their Applications & Curriculum Vitae to  applications2.workforce@gmail.com by Wednesday 21^st June, 2023; addressed to The Human Resources Manager, Workforce Recruitment Services, P. O. Box 31296, Chichiri, Blantyre3, Malawi. 

Please note that only shortlisted candidates will be contacted.