WebsiteCannabis Licensing Authority
Cannabis Licensing Authority is seeking suitably qualified candidates to apply for the following position:
Executive Assistant (GMG/AM 4)– Vacant
Job Purpose
To execute administrative duties and provides functional support to the CEO by effectively managing schedules and performing secretarial and administrative duties.
Key Outputs
Calendar with scheduled appointments
Events and meetings planned and coordinated
Typed and printed documents where relevant
Comprehensive filing system for electronic and manual records
Travel requisition forms and support documents
Manage hard and electronic communications to the CEO
Manage action items and follow-up assigned by or to the CEO
Minutes of assigned meetings
Key Responsibilities
Manage CEO’s appointments for smooth transitions between engagements
Brief CEO on pre-requisites in advance of appointments; provide relevant files and information
Receive, respond and/or manage telephone or other enquires
Write grammatically correct routine business messages such as memos and letters
Provide information about the CLA, or refer queries to relevant department
Receive and log documents sent to the office of the CEO; route and track correspondences to ensure timely responses are generated
Manage the CEO’s inbox for urgent items and follow-up items – forward routine matters to relevant personnel as appropriate
Debrief with the CEO after meetings and engagements to ensure that follow-up matters are logged and appropriately routed
Follow-up with persons assigned matters by the CEO to ensure deadlines are met
Receive, store and catalogue documents received via email/hard copy by the CEO
Develop and maintain an intuitive system of filing hard and electronic documents in the CEO’s Office
Take minutes as required; draft, circulate and monitor deliverables per action notes from meetings to ensure timely receipt and update the CEO
Coordinate travel arrangements for local and overseas business trips, including approvals by Government
Plan and coordinate activities related to inward and outward missions hosted by the CEO’s Office
Coordinate logistical arrangements for activities directed by the CEO’s office
Provide inputs for monthly reports
Carry out basic research as required by the CEO
Maintain weekly attendance register for the CEO’s direct reports; prepare and submit attendance reports and requisite leave forms as required
Manage the procurement and allocation of all stationery, including letterheads, envelopes etc.
Any other related duties as assigned by the CEO
Required Knowledge, Skills and Competencies
Confidentiality
Excellent administrative, written communication and research skills
Superior minute taking and report writing skills
Have the ability to get along and build working relationships with staff and clients
Ability to interpret quantitative and qualitative data
Knowledge of protocol, etiquette, diplomacy and cultural diversity
Ability to work on own initiative and manage time effectively
Able to listen keenly and report objectively
Working knowledge of the Microsoft suite of programs
General knowledge of office procedures and equipment
Minimum Required Qualification and Experience
CPS certification, First degree in related discipline
Minimum 3 years’ experience in a senior capacity in the secretariat skills
Excellent organisational and time management skills
Ability to work on own initiative
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