Executive Assistant at Old Mutual Insurance Rwanda: (Deadline 22 March 2022)

JOB DESCRIPTION

POST TITLE

Executive Assistant

JOB HOLDER

REPORTING TO:

Managing Director

DIVISION/DEPARTMENT

Executive office

LEVEL

Role Size

L

1. JOB PURPOSE

To develop and grow the business by driving a good relationship between internal and external clients in a manner that ensures achievement of set business targets.

2. PRINCIPAL ACCOUNTABILITIES.

• PA to the CEO and ensures in the absence of the CEO that urgent issues attended.
• Carry out the administration work of the Executive Department.
• Updates the CEO’s diary to ensure that schedules are met, and meetings attended in time
• Organize travel for Executive office and negotiate with service providers on the costs to ensure that expenditure is within budget
• Ensure safe custody of company documents for the department and proper filing system for all record.
• Manage the stationery and sundries store for the CEO.
• Compile monthly, biannual reports and company reports for CEO’s review and send to Directors as Board reports.
• Organize and coordinate CEO’s management and Board meetings.
• Follow up on the Board resolutions made during the Board meetings and ensure that they are implemented.
• Organize and take minutes for management meeting
• Provide support to the CEO on key assignments and public relations engagements with support from Internal communications.
• Deliver local purchase orders on time to service provider(hotels)
• Maintain general cleanliness in the MD’s office and Board room.
• Perform any other duties as prescribed by the MD and management
• Ensure confidentiality

3. DIMENSIONS 

Unit Measures and Impact: 

Financial Measures and Impact:

Value of Assets In charge: 

Budget: Expense budget – As per yearly set targets

              Revenue budget – As per yearly set targets

People Impact and Numbers:

    Direct Reports: 0

    Indirect Reports: 0

4. RELATIONSHIPS

REPORTING TO: Managing Director

REPORTING TO JOB HOLDER: 

N/A

OTHER CONTACTS: 

Within the Company: 

• All

Outside the Company:

• Directors
• Clients
• Brokers
• Agents
• Other insurance companies
• Service providers
• Hotels
• Travel Agents

5. KNOWLEDGE AND EXPERIENCE.

Qualifications: 

• University degree in business administration or related field

Experience: 

• Minimum of 3 years

6. SKILLS AND COMPETENCIES. 

• Good communication and negotiating skills
• Good interpersonal skills
• Confidentiality
• Speed and Decisiveness
• Strategic Multi-Tasking

7. ENVIRONMENT 

• Conducive

8. KEY RESULT AREAS & PERFORMANCE INDICATORS

• Daily servicing of clients to nurture the relationship between the company and our customers
• PA to the CEO and ensures in the absence of the CEO that urgent issues attended
• Updates the CEO’s diary
• Organize and coordinate CEO’s management and Board meetings
• Organize and take minutes for management meeting
• Perform any other duties as prescribed by the MD and management

DATE………………………