Executive Assistant (To: GCM - WCA)

Purpose

To assist in the smooth running of the Group Country Manager (GCM) - For West Central Africa Office by providing secretarial and administrative support.

Principle Responsibilities/Key Results Area

Personal Assistant

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• Organisation of the daily schedule for the GCM to ensure the most effective use of time. Ensure all internal and external meeting requirements are met.

•  Sort, prioritise and where possible delegate and distribute GCM incoming mail in a timely manner, ensuring that urgent matters are dealt with in his/her absence. To redirect misdirected email and queries.

•  Book and co-ordinate travel arrangements within tight deadlines for the GCM. Compile itineraries and liaise with regional offices to ensure business trips run smoothly.

•  To answer incoming telephone calls for the GCM assisting with caller enquiries where possible. To take clear and concise messages and pass on to the relevant parties in a timely manner.

•  Prepare correspondence, documents and presentation materials. Drafting of correspondence if necessary, and ensuring response is sent in a timely manner.

•  If required, translate letters or any other documents received by GCM Manager from clients or other stakeholders.

•  Provide documents and files to the GCM in preparation for meetings.

•  To ensure the smooth circulation of all internal communications.

•  To provide a comprehensive secretarial service to the GCM through the typing of letters, memos, reports and presentations which require a professional end product at all times.

•  Handling of expense claims for GCM

•  Set up and ensure regular Direct Report meetings

•  Liaison with Leadership and International staff on a regular basis and extensive liaison with other departments within Visa

•  Provide assistance to the GCM with private and confidential, and personal arrangements, if required

•  Input client contact data and maintain accuracy thereof

Liaising and Coordinating

•  Co-ordinate with other VISA departments in order to successfully implement various activities across the business

•  Co-ordinate and organize various meetings and offsites

•  Coordinate, organize and maintain the budget for the meetings

•  Work closely with all business functions internally and co-ordinate appropriate meetings with clients and information management

•  Raise purchase requisitions and purchase orders and ensure swift payment of invoices

Corporate Hospitality

•  Organize and execute events related to corporate hospitality in the relevant markets.

•  Manage, forecast and update event planner reports.

•  Budgeting, costing and coordination with internal event management department.

Ad hoc project/research

•  Complete ad hoc project/research and presentation work and other relevant initiatives as requested by the management

•  Prepare and follow up on internal similar programs

General

•  Ensure all Western and Central Africa (WCA) functions are fully informed of actions that may affect them, support their objectives and business plans and seek to resolve conflicts which might occur.

•  Establish, maintain and develop good relationships with WCA, CEMEA and global colleagues

Key Competencies

•  Ability to recognize potential issues as they arise and escalate appropriately

•  Project management experience and able to work as part of cross regional team

•  Excellent organizational skills

•  Able to work independently and manage multiple tasks simultaneously in a changing environment with a high degree of accuracy and detail

•  Self-motivated and able to use own initiative

•  Excellent quantitative analytical skills

•  Excellent written and verbal communication skills

•  Excellent persuasive and presentation skills

•  Multicultural sensitivity and interpersonal relationship management skills are essential including the ability to work effectively as part of a team

•  Must be comfortable working in a fast paced, hands-on, growth orientated work environment

This is a hybrid position. Expectation of days in office will be confirmed by your hiring manager.