AFRIC STAFF is looking for 01 Executive Assistant as part of its activities
Location: Douala
Main missions
PURPOSES OF EMPLOYMENT
Member of the General Management, the purpose of the Executive Assistant, in compliance with the rules and procedures of the company, is to organize and
carry out the administrative and secretarial tasks of his Management.
Its main missions are to:
- Ensure the secretarial activities of the General Management
- Provide support in the management of the agendas, travel and meetings of the General Management
- Contribute to the transmission of information notes from General Management
- Ensure the following specific missions: management of air transport contracts, management of hotel contracts, logistics of Boards of Directors, logistical organization of management meetings and corporate events, replacement of the Assistant of the Deputy General Manager.
MAIN MISSIONS / ASSOCIATED ACTIVITIES
Ensure the secretarial activities of the General Management.
The main activities associated with this mission, under the leadership of the General Manager and in relation with the executives of the
General Management, are in particular:
- Ensure telephone reception in accordance with the highest standards in terms of quality of relationship
- Ensure the physical reception of visitors in compliance with the rules of access to Headquarters and put them in touch with the appropriate contact person from General Management in compliance with the highest standards in terms of quality of relationship
- Format and enter mail (letter, email, note, etc.)
- Ensure the opening, registration and distribution of incoming mail in accordance with internal procedures
- Ensure the postage of outgoing mail and deposit with the recipient
- Ensure the faxes and scans of its management
- Ensuring document reprography activities
- Write minutes of meetings
- Ensure the filing and archiving of management files and documentation
- Ensure the inventory of office supply needs of its management and ensure the supply
- Regular reporting of the activities carried out and the results obtained
Provide support in the management of the agendas, travel and meetings of the General Management
The main activities associated with this mission, under the leadership of the General Manager and in relation with the executives of General Management, are in particular:
- Contribute to the proper maintenance of the agenda of the General Manager and the management of his schedule
- Make appointments on behalf of the General Manager as well as senior management executives
- Contribute to the organization of the trips of the General Manager and executives of the General Management by following all the material organization (reservation, purchase of transport tickets and accommodation, car rental, preparation documents, etc. in compliance with company procedures and rules;
- Organize internal and external meetings of its Management (invitations, room preparation, logistics, etc.);
- Ensure the proper maintenance of meeting rooms and common areas assigned to the Department.
Contribute to the transmission of information notes from General Management
The main activities associated with this mission, under the leadership of the General Manager, are in particular:
- Ensure the management of the display boards of the General Management
- Contribute to the proper dissemination of information to all General Management staff: internal memos, newsletters, etc.
Ensure the following specific missions: management of air transport contracts, management of hotel contracts, logistics of Boards of Directors, logistical organization of management meetings and corporate events, replacement of the Assistant of the Deputy General Manager.
The main activities associated with this mission, under the leadership of the General Manager, are in particular:
- Ensure the management of the company’s contract with the airlines or the purchase of plane tickets: reservations for the whole company, systematic search for the best price, control and validation of invoices, development of a supplier evaluation
- Ensure the management of the company’s contracts with hotel companies or the purchase of hotel services: reservations for the whole company, systematic search for the best price, control and validation of invoices, development of an evaluation sheet from the supplier
- Ensure, in conjunction with the Legal Manager, the logistics of the Boards of Directors: reservations and purchases of airline tickets, reservations and purchases of hotel stays, support by company vehicles, preparation of files and transmission to the Directors present in Cameroon
- Contribute, in conjunction with the Communication Manager, to the logistical organization of management meetings and corporate events organized by General Management
- Ensure from his workstation the replacement of the Assistant to the Deputy General Manager on his main activities in his absence.
KEY JOB SKILLS
Key business skills to ensure employment
The main expected business skills are as follows:
- Bac+3 training in Management Assistant / Secretariat / Administrative Management / Management of Organizations
- At least 7 years’ experience as an Executive Assistant
- Good ability to keep a diary and follow a schedule
- Good ability to pick up phone calls
- Excellent knowledge of office software
- Good knowledge of telecommunications devices
- Excellent ability to take notes and write reports/minutes
Key soft skills to secure employment
The main expected general skills are as follows:
- Very good command of French and English both orally and in writing
- Excellent written and oral communication skills
- Good synthesis skills
- Excellent relational qualities with all types of public and ability to listen
- Developed sense of discretion
- Autonomy and ability to work in a dynamic environment with a multiplicity of actors
HOW TO APPLY?
Please send your CV to the address: recrutement.manager@afric-staff.com while specifying the
reference: AFRIC STAFF/DSAB– ADDG0223
Deadline: 02/17/2023