Executive Assistant to the COO

Job Summary

The role holder is expected to offer end-to-end high level executive support including but not limited to holding brief for the COO in strategy sessions, analyzing reports, keeping up to date with industry trends, managing review and planning meetings, preparing and analysing presentations and briefing papers as well as coordinating the team to ensure delivery of business objectives.

Job Details

Office Management

Develop, implement and maintain record management systems and recommend changes to existing systems where appropriate

Document feedback and develop appropriate courses of action. Report problems to executive when they cannot be resolved for attention.

Read and analyze submissions, letters, agendas, memos and determine significance; routing to appropriate team members in a timely and efficient manner.

Ensure the COO’s office is stocked with adequate supply of stationery and other office supplies

Re-route/Screen phone calls routed to the office of the COO

Receive visitors to the COO’s office, courteously

Make travel arrangements on behalf of the COO

Receive incoming letters and memos (and similar correspondence), on behalf of the COO. Also ensure follow up with relevant engagements

Ensure the office of the COO is conducive and clean at all times.

Secretarial/Administrative Support

Prepare executive response to memos, letters and internal/external correspondence

Organize and maintain the COO’s diaries and itinerary, as instructed

Conduct research on behalf of the COO and share updates with Management/RSD and Bitflux teams

Collate and analyze reports received from team in preparation for Management / Board meetings

Attend and produce documents, briefing-papers, speeches, reports and minutes of all review meetings

Organize and/or attend meetings with (or on behalf of) the COO and ensure he is fully briefed before and after such meetings.

Business Support

Maintain knowledge by attending professional and technical seminars and workshops; review publications; establish professional and personal networks within the industry.

Act as Project Admin for Bitflux/RSD Projects, in charge of strategic planning, welfare and logistics (as required)

Communicate with RSD/Wholesale team on the COO’s behalf, and ensure timely closure of all assigned tasks

Coordinate weekly review / monthly strategy sessions, and follow through with action items to ensure delivery of business goals.

Coordinate submission form respective Team Leads and collate monthly reports in presentation format for the COO in preparation for Board meetings.

Prepare and send written and oral communication on COO’s instruction to Bitflux partners and other stakeholders, as required.

Process Bitflux’s memberships with Telecoms organizations in collaboration with relevant team members

Coordinate and ensure efficient communication with RSD and / or Bitflux Partners as required

Work with Bitflux partners and assigned team members to ensure compliance  and tracking of relevant SLAs and commitments

Imprest management and retirement

Documentation

Maintain an up to date, orderly and logical filing system that can be easily accessed at any time

Submit weekly & monthly reports of achievements and projections for the following month

Requirements

Minimum of HND or B.Sc. in any discipline

Minimum of 5 years’ experience in an Executive Assistant and/or Administrator role with accountability for a wide variety of complex administration tasks.

Technical Skills & Knowledge

 Excellent administration and support skills • Strong proficiency in Microsoft Office skills, including Outlook, Word, Excel, Adobe and Powerpoint • Information gathering and analysis skills • Well developed written and verbal communication skills • Minute taking skills • Project support/co-ordination abilities

Attitude and Behavioral & Traits

Excellent Interpersonal skills

Strong service orientation and Relationship management abilities

Leadership & Self-motivation

Strong verbal and written communication with accurate reporting skills

Ability to think creatively and strategically

Good listening skills

Ability to deliver on responsibilities in a timely manner

Must demonstrate high sense of ownership and attention to details

Outstanding negotiation skills

·         Strong emotional quotient with experience relating with C-level executives

About Company

VDT Communications Limited

www.vdtcomms.com

VDT is a licensed Private Network service provider specializing in the provision of Enterprise Wide Area Network (WAN), 4GLTE and Metropolitan Area Network (MAN) link connectivity using Fiber Optic and Wireless Communication infrastructure and access networks.