Executive & Human Resource Assistant

JOB PURPOSE: 

The core responsibility of this role is to help the executives for whom they work with   administrative tasks that help the executive perform their job

JOB RESPONSIBILITIES

Administrative Support Responsibilities

Executive Management Support (Managers and Chairman)

• Assisting with scheduling for ExCo members 
• Work directly with the Exco team and support all aspects of administrative work
• Draft, review and send communications on behalf of ExCO members
• Organize and prepare for meetings, including gathering documents attending to logistics of meetings and taking minutes
• Answer and respond to phone calls, communicate messages and information to the ExCO members
• Coordinate travel arrangements
• Maintain various records and documents for ExCO members 
• Schedule meetings; assist in the preparation and distribution of meeting agendas and materials.

Support CEO

• Work directly with the CEO to support all aspects of his daily work routine
• Prioritize emails and respond when necessary
• Maintain the CEO’s calendar, including scheduling meetings, appointments, speaking engagements, and travel (may include domestic and international) arrangements. Exercise discretion in committing time and evaluating needs.
• Assist the CEO in the development of presentations and white papers for internal and external audiences.
• Keep the CEO advised of time-sensitive and priority issues, ensuring appropriate follow-up.
• Routinely perform a wide variety of support duties. e.g. printing and filing documents.
• Compose and prepare letters relating to routine correspondence for the CEO’s signature.
• Transcribe source material, prepare documents, reports, tables and charts; distribute as appropriate.
• Prepare, reconcile, and submit expense reports.
• Maintain paper and electronic filing systems.
• Maintain confidential and sensitive information.
• Attend meetings and take notes of discussion; prepare the initial draft of minutes and summaries.
• Complete a variety of special projects including creating PowerPoint presentations, special reports, and agenda material.
• Other additional and/or alternative duties as assigned from time to time, including supporting other departments or Executives as needed.

Human Resource Responsibilities:

• Maintains accurate and up-to-date human resource files, records, and documentation.
• Answers frequently asked questions from applicants and employees relative to standard policies, benefits, hiring processes, etc.; refers more complex questions to appropriate senior-level HR staff or management.
• Maintains the integrity and confidentiality of human resource files and records.
• Performs periodic audits of HR files and records to ensure that all required documents are collected and filed appropriately.
• Provides clerical support to the HR department. e.g. leave management.
• Coordinate the recruitment processes e.g. scheduling interviews, preparing interview questions, sending out technical tests, and participating in the interview sessions.
• Conducts or assists with new hire orientation.
• Assists with planning and execution of special events such as benefits enrollment, organization-wide meetings, employee recognition events, holiday parties, and retirement celebrations.
• Performs other duties as assigned.

QUALIFICATIONS

Education: Bachelor’s degree in Human Resources, Business Administration or related field.

Experience

• Minimum Three years’ prior experience in supporting a senior executive or team.
• Experience with basic human resource management.
• Understanding of technology companies and prior experience in the technology industry.
• Experience working with technology productivity tools.
• Experience working for multiple executives at once.

Personal Attributes:        

• Support productive working relationships by building and sustaining positive relationships with the executives. 
• Responsive to changes in client and stakeholder needs and expectations.
• Display personal drive and integrity by seeking feedback from others. Communicate areas of strengths and acknowledge development needs. Reflect on your own behavior and recognize the impact on others. Show commitment to learning and self development.
• Excellent written and verbal communication skills.
• Exceptional writing, editing, and proofreading skills.
• A detail-oriented self-starter with prior experience in the technology industry.
• Someone who exhibits sound judgment with the ability to prioritize and make decisions.
• Energetic and eager to tackle new projects and ideas.
• Comfortable interacting with high-level executives.
• A team player capable of cultivating productive working relationships across the firm.
• Resourceful, can-do attitude.
• Thrives in a fast-paced environment.
• Time-management skills.
• Ability to pay attention to detail.
• Organization skills.
• Ability to handle different tasks with priority
• Advance understanding and frequent use of computer software and programs, such as Microsoft Office.
• Excellent Interpersonal skills.
• Commitment to Turnkey Africa’s values of Service Excellence, Integrity, Team, Continuous Improvement, Accountability, Fulfillment and Fun with ability to demonstrate those positively and proactively to customers, employees, management, and/or partners in everyday performance and interactions.