Executive Assistant

POSITION PURPOSE

The Executive Assistant will provide high-level administrative, coordination, and logistical support to the Director. The role will be instrumental in enhancing the Director's effectiveness and efficiency in leadership, communication, and coordination with internal and external stakeholders.

SPECIFIC ROLES AND RESPONSIBILITIES

Administrative Support:

• Manage the Director's calendar, including scheduling meetings, appointments, and travel arrangements.
• Prepare and edit correspondence, reports, presentations, and other documents as needed.
• Handle incoming and outgoing communications, including emails, phone calls, and mail.
• Maintain and organize files, records, and documents for easy retrieval.

Meeting Coordination:

• Schedule, coordinate, and prepare for meetings, including setting agendas, taking minutes, and distributing follow-up materials.
• Arrange logistics for meetings, such as booking conference rooms, organizing refreshments, and ensuring technical equipment is set up.

Travel Arrangements:

• Plan and book travel itineraries, accommodations, and transportation for executives.
• Prepare detailed travel itineraries and ensure all travel-related documents are in order.

Project Management:

• Assist in the planning and execution of special projects and initiatives as directed by the Director.
• Monitor project timelines and deliverables, ensuring deadlines are met.

Communication and Liaison:

• Act as a liaison between the executive and internal/external stakeholders.
• Coordinate and communicate with other departments and external partners as needed.
• Handle confidential and sensitive information with discretion.

Office Management:

• Oversee the organization and tidiness of the Director's office area.
• Manage office supplies and equipment, ensuring they are stocked and functioning properly

Social media Management:

• Develop and implement social media strategies to increase brand awareness, engagement and follower growth.
• Manage and curate content for various social media platforms, including Facebook, Instagram, Twitter, LinkedIn, and others.
• Monitor social media trends, audience insights, and analytics to optimize content performance.
• Respond to comments, messages and inquiries in a timely and professional manner.
• Create high-quality, engaging content that aligns with our brand and marketing goals.

Research and Development:

• Drive innovation and support the development of new products and processes within the organization.
• Conduct literature reviews and gather relevant data to support research projects.
• Collect, organize, and analyze data using appropriate tools and methodologies.
• Stay updated on industry trends, technologies, and competitor developments.
• Conduct thorough market research and analysis to identify trends and opportunities, collaborating with cross-functional teams to design and execute experiments, and evaluating the feasibility of new concepts.

Accountability:

• Supervisory Responsibility: This position has no supervisory responsibilities, currently. However, the Executive Assistant is expected to coordinate efforts with key personnel to achieve the position's purpose.
• Reports Directly To: Executive Director
• Works Directly With: Senior HR Officer, Department Officers & Team, Leadership Team and Vendors

EXPERIENCE AND QUALIFICATIONS

Essential:

• At least 3–5 years of experience in a similar role, preferably in a construction and real estate company.
• BSc in Business/Public Administration, Social Sciences
• Proven ability to manage complex schedules and multitask in a fast-paced environment.
• Strong written and verbal communication skills in English.
• High degree of professionalism, discretion, and integrity.
• Proficiency in Microsoft Office Suite, Google Workspace, and virtual collaboration tools (e.g., Zoom, Slack, Teams).

Success Factors:

• Male candidates are encouraged to apply for this role
• The successful candidate must possess excellent communication and interpersonal skills with the ability to engage effectively with senior executives and stakeholders.
• S/He must have a strong organizational and analytical capabilities with proven attention to detail and sound judgment.
• Ability to manage competing priorities, maintain composure under pressure, and meet tight deadlines.
• High level of professionalism, excellent attitude, integrity, and discretion in handling confidential information.
• Proactive and results-oriented approach that supports executive productivity and organizational efficiency.
• S/he will be flexible, resilient and possess the ability to prioritise and manage multiple tasks simultaneously. EFAB Properties Limited team members represent the agency both during and outside work hours when deployed in a field posting or on a visit to a field posting. Team members are expected to conduct themselves in a professional manner and respect local laws, customs and EFAB's policies, procedures, and values at all times and in all in-country venues

Application Process

Interested and qualified candidates should send their CV / Resume to: using the Job Title as the subject of the email.

Job Type: Full-time

Application Question(s):

• Gender

Work Location: On the road