General Responsibilities:

PLANNING & ORGANIZING

At the direction of the President, the Executive Assistant will be responsible for:

1. Maintaining the President’s daily calendar and schedule of activities.

2. Prioritizing requests for President’s time and attention.

3. Providing him with the schedules and whereabouts of the other members of management.

4. Keeping the minutes of all meetings at which the President (or his representative) is present.

5. Preparing the agenda at all meetings where the President is presenter.

6. Providing President with:

• Departmental reports (e.g. ETR) or SBU documents needed for a particular meeting.

• Current status of projects as to compliance with customer requirements (on time, on spec, on cost).

• Minutes of previous meetings with customers.

CONTROLLING

Together with Senior Management, the Department Heads, the Executive Assistant will:

• Require “Executive Summaries” of key reports from:
  • Vice-President / General Manager
  • Marketing Department
  • Operations Department
  • Project Management
  • Finance Department
  • Human Resource & Admin

• Require a progress report on current status of projects as to compliance with customer requirements (on time, on spec, on cost).

• Require documented reasons from Department Heads for any variance between projections and actual performance. (E.g. Projected Direct Cost versus Actual Cost).

• Confirm with marketing manager that awarded contracts have met all “viability” requirements.

Time Management:        Uses time management techniques to maximize personal and department’s productivity

DIRECTING

Lead:                  

• Encourages all management to achieve revenue goals as well as practice cost-conscious behaviors.

Motivate:          

• Practices the three (3) “R’s:
  • Reward
  • Recognition
  • Respect (e.g. “Praise in public, reprimand in private!”)

Communicate:                

• Uses the “Clarify and Confirm” technique of communication.

• Informs all management of all news that is critical to their success.

• Informs Department Managers of all news that will affect business decisions.

• Provides written communications (memos, notices) as necessary.

 Atleast 4 years college graduate in any course.

With pleasing personality.