Executive Assistant

Job Title

Insert the desired grade for a new role, or the current grade for an existing role.
Job Grade / Level
Insert the name of the SBU, the function and the cluster for example:
SBU / Function / Business Area Finance

19 December 2011
Date of Completion of Role
Profile

Dyson Luwo
Name of Current Job Holder (if
applicable)

One
Number of Jobholders

Nil
Number of Direct Reports

Nil
Other Dimensions such as
Budget Managed

Nil
Total Number of Reports
Permanent Employment
Full/ part time

English
Language requirements
(if applicable)

Main purpose of the job

Is accountable for providing executive/administrative support services to the Chief Executive’s office to
ensure smooth office operations.

Principal Accountabilities

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1. Receives incoming mail addressed to the Chief Executive’s Office, review and evaluate mail to identify
those items requiring priority attention of Chief Executive Officer in order ensure timely attention and
routes other mail to appropriate staff for attention.

2. Maintains dairy of appointments to ensure that the Chief Executive Officer is reminded of all
appointments, meetings and travel plans and informed of changes as well as matters requiring
immediate attention.

3. Writes/drafts correspondences, memos, and reports on behalf of the Chief Executive Officer ensuring
correct spellings, punctuations and formats in order to facilitate conveyance of information and
decision making.

4. Maintains confidential files and other documents essential in the executive office ensuring that all
documents are properly marked and easily accessible for immediate use by Chief Executive Officer.

5. Takes and transcribes dictations in order to facilitate production of quality documents and
correspondence.

6. Receives and screens visitors to the office; to ensure only relevant visitors are directed to the Chief
Executive Officer.

7. Answers all incoming telephone calls to the office, obtains the caller's name and details to ensure that
only relevant calls and messages are routed to Chief Executive Officer.

8. Responds to routine inquiries verbally or in writing where information is available and established
procedures permit dissemination in order to assist clients and routes more complex inquiries to the
Chief Executive Officer as appropriate.

9. Monitors and controls usage of telephone, stationery and other office requisites in order to ensure
that costs are maintained within budget limits.

10. Facilitates travel arrangements for all staff in order to ensure smooth travel and lodging to various
meetings/conferences/workshops.

11. Prepares minutes for management and other official meetings of the LuSE to ensure conveyance of
information and follow up actions.

EDUCATIONA, EXPERIENCE AND SKILLS

1. Technical skills/ Competencies

Preferred Essential
 Telephone etiquette 
 Effective communication skills
 Good customer relations
 Problem solving skills
 Time management skills
 Organizational skills

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2. Knowledge and expertise

Preferred Essential
 Knowledge of executive office 
management operations
 Good understanding of the filling
systems
 Knowledge in computer applications
 Knowledge in front desk operations

3. Experience and qualifications

Preferred Essential
 Diploma in office management
 2 years working experience in office
management

4. Training Requirements

Preferred Essential
 Training in regulatory rules
 Stock brokers course

JOB EVALUATION RATIONALE

Knowledge requirement Score

The position requires specialized knowledge of office and administrative DI2 152
procedures. Must influence and coordinate with others to achieve job
end results. Interacts with employees/clients frequently, requires
discretions, tact and diplomacy.
Problem solving and challenges
Work is defined by diversified procedures. Problems require a search for D3 (29%) 43
solutions within an area of learned things (Knowledge of LuSE) Usual
problems are referred to Chief Executive Officer.
Decision making and authority
End results and advice are subject to well-defined practices and COC 38
procedures as well as supervisory review.
Total 233
AGREED BY

Position Name Signature Date

Current Role Holder 27/12/2011

Line Manager

HR Manager

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