Executive Business Assistant - CEO OFFICE at MTN

Akwajobs   (Douala, Cameroon)

Posted : 9 November, 2021

Category : Administration   Location : Douala, Cameroon

Job type : Full Time

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Mission/ Core purpose of the Job:

 

Provide administrative and coordinative support services to the office of the CEO and contribute to the smooth operation of the function.

Provide coordinative support to employees within the function of the assigned CEO. This includes stakeholder management, monitoring projects, coordinating reports, championing organizational initiatives (recognition, digital, customer centricity etc.), maintaining a suggestion program, document controller responsibilities etc.

Organize and coordinate administrative and Office management duties ensuring a pleasant work environment. Ensuring high levels of organizational communication effectiveness and Public Relations.

 

Staff Leadership and Management

• Ability to work in a team
• Accountable for meeting and prioritising own targets / deadlines
• Provide information to the CEO on work accomplishments, individual / team challenges

Lead team meetings and contribute on specialist / technical areas when required

 

Governance

 

Adhoc and Operational Meeting

• Participate and provide inputs in operational meetings as and when required
• Set up and manage adhoc meetings for day to day operational requirements as and when required

Escalations

• Timely notification of escalations to the Manager
• Resolve escalations as per defined escalation / resolution procedures

Opco Operational

- Participate and provide inputs in project status meetings

Performance

• Ensure effective execution of day to day operations and resolve operational issues
• Improve productivity and quality through leading practice initiatives

Reporting

- Provide inputs to the Manager (as required) relating to progress made in accordance with the measurement metrics set by the organisation

Operational Delivery / Key Job Responsibilities

 

- Ensure management of RDV booking in accordance with the CEO

- Serves as Secretary during CEO’s Official meetings

- Assist and escort CEO during Official meetings nationwide

- Manage booking of CEO visits and meetings

- Transmission and follow-up of correspondences to request for audience.

- Follow-up of corporate ceremonies

- Request and management of corporate gifts.

- Compose and edit letters, documents, e-mails, proposal and ensure follow-up with those that require responses and follow up replies.

- Manage critical couriers under the supervision of the CEO

- Prepare agenda and meetings scheduling with internal and external stakeholders.

- Management of special assignments.

- Draw up and manage the CEO appointment calendar as requested

- Follow up organisation of BOD meetings with Company Secretary.

- Create and maintain filing systems, both electronic and physical

- Manage accounts and perform bookkeeping

 

Staff Leadership and Management

• Ability to work in a team
• Responsible for self-learning and development with guidance from the Manager
• Accountable for meeting and prioritising own targets / deadlines

Provide information to the Manager on work accomplishments, individual / team challenges.

 

Operational Delivery

 

Financial

· Support the budget optimization thrust by identifying and championing cost reduction initiatives in the execution of business operational deliverables.

• Coordinate the organization of social events connected to the CEO’s office and or facilitate the disbursement of refreshments for business meetings. This includes preparing cost estimates, managing the budgets and coordinating all activities for the success of the program.

· Encourage MTNC Vendors to patronize MTN’s products and services.

 

Internal Processes

 

Personal support to the CEO

• Act as point of contact to the CEO, handling and distributing confidential mails, telephone calls, faxes, etc.
• Co-ordinate and manage CEO’s calendars (travel arrangements/schedules), negotiating potential conflicts and identifying feasible alternatives and proactively coordinating pre-planning of trips with various internal stakeholders.
• Perform a diversity of secretarial and administrative support activities including composing memos and correspondences, compiling reports, creation of spreadsheets and manipulation of spreadsheet data. Ahead of meetings, prepare agenda in advance; assist with and provide research/background information, content development, and creation of presentations and coordinate meetings as required.
• Cross-examine documents for CEO’s review to ensure quality control and compliance to MTN policies.
• Manage sensitive matters and information regarding peculiar issues within the division/function.

· Manage external contacts and contracts for the CEO proactively understanding who they are, which priority contacts are and keeping track of periodic communication needed for priority contacts.

· Anticipate the CEO’s needs and proactively bring together appropriate people and resources to support in addressing issues.

· Coordinate the flow of the CEO’s visitors, manage phone calls and ensure proper arrangements for meetings.

• Develop and maintain a system that alerts to upcoming deadlines on incoming requests or events.
• Provide reports as requested.
• Any other assigned duties

 

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