Executive Assistant Operations job at Smart Applications International Limited | Apply Now

Administrative Support:

• Manage the Country Manager's calendar, schedule appointments, and coordinate meetings

• Prepare and edit correspondence, communications, presentations, and other documents.

• Handle Travel arrangements, including flights, accommodations, and itineraries

• Organize and maintain files and records, ensuring confidentiality and security.

• Screen and prioritize incoming communications, including emails and phone calls.

• Manage Supplier Contracts, Provider Contracts and Customer Contracts

• Receiving visitors and directing them to the right departments.

• Organize and schedule appointments.

• Order office supplies and reach new deals with suppliers.

• Coordinating all the departments' needs and having them escalated.

• Support HR in recruitment process.

• Receiving and dispatching documents and contracts.

Meeting Coordination:

• Manage SmartHealth+ implementation project from start to go live, within the agreed project period.

• Prepare meeting agendas, take minutes, and follow up on action items.

• Assist in the preparation and distribution of meeting materials.

• Manage and handle all executive engagements meeting including meetings with customers

Project Management:

• Assist the Country Manager in planning and executing various projects.

• Track project timelines and milestones, ensuring deadlines are met.

• Provide research and support for special projects as needed.

• Act as a point of contact between the Country Manager and employees, clients, and external partners.

• Handle inquiries and requests, ensuring appropriate responses and follow-ups.

• Facilitate communication and collaboration across different departments

Office Management:

• Ensure the executive office is well-organized and operates efficiently.

• Manage office supplies, equipment, and other resources.

• Coordinate with facilities management for office maintenance and improvements.

• Ensure security of office by limiting access to office premises by non-staff.

Finance Support:

• Liase with all departments regarding weekly petty cash request and dispatch accordingly.

• Maintaining proper filling system for incoming and outgoing invoices.

• Performing weekly stock take and coordinating all the stock purchases.

• Support finance department in weekly debt collection.

• Management and updating of asset register.

• Support finance with Audit.

• Preparing supplier payments and seeking approval of the same.

• Assist finance in handling customer and supplier requests including reconciliations of accounts and sharing statements accordingly.

• Engage in monthly billing of customers.