Executive Assistant at National Lotteries Commission

REF: HCLS05 

PURPOSE OF THE JOB 

• The role is required to provide administrative support to the Executive Manager: Legal Services to ensure the effective and efficient running of the office and to assist in providing key support to the division in the execution of the overall Legal strategy.  

REQUIRED QUALIFICATION 

• National Diploma in Office Management / Business Administration or equivalent 

REQUIRED EXPERIENCE 

• Must have at least 3 years’ relevant work experience in Executive Administration within a corporate environment 
• Proven track record in executing executive and / or executive level administrative functions 
• Proven track record in report writing and presentation formatting 

KEY DELIVERABLES 

• Manage the office, diaries and logistical arrangements in the office of the Executive Manager 
• Manage overall travel arrangements for the Executive Manager 
• Liaise with the internal and external stakeholders on various matters related to the duties of the Executive Manager 
• Provide "gatekeeper" and "gateway" role, providing a bridge for smooth communication between the Executive and other stakeholders 
• Plan, organise coordinate and control all administrative and operational procedures, activities and documentation for the Executive Manager 
• Providing administrative assistance, such as writing and editing e-mails, drafting memos, and preparing communications on the Executive’s behalf 
• Maintaining comprehensive and accurate records 
• Replenish office materials such as snacks, printer supplies, paper, office supplies, etc. 
• Provide event management support when requested 
• Provide hospitality to all guests and help to create a welcoming environment 
• Coordinate all Legal Division Team meetings and retreats and assist with staff meetings and events as needed 

COMPETENCIES AND SKILLS 

• Excellent administrative and multitasking skills 
• Ability to complete a high volume of tasks and projects with little or no guidance 
• Advanced knowledge and experience of MS Suite / Extensive computer literacy 
• Excellent communication and interpersonal skills. 
• Excellent minute taking experience 
• Professional command of the English language both written and spoken 
• Work productively in a high-pressure environment and manage time effectively. 
• Strong focus on service excellence 
• Process and task driven 
• Attention to details