Executive and Procurement Assistant

The Executive Assistant reports directly to the upper management and assists in a variety of business support assignments, which goes from administrative to Executive support across all departments. The successful candidate will provide administrative support, assist with purchasing processes, maintain supplier records, track orders, and help ensure efficient office and procurement functions.

RESPONSIBILITIES:

Administrative Duties

• Preparation of emails, business letters and other documents.
• Note-taking during conferences and meetings.
• Screening and handling phone calls, enquiries and requests.
• Responsible for organizing and maintaining schedules and appointments for the Manager.
• Producing and storing documents, papers, reports and presentations for the manager.
• Organizes, attends meetings and ensures that Manager is well prepared with all the necessary details for the meetings.
• Serve as a liaison with clients, suppliers and other parties.
• Maintains good business relationship with other departments.
• Perform other duties that may be assigned by the Manager.

Procurement Duties

• Assist in sourcing suppliers and obtaining quotations.
• Prepare purchase orders and process procurement requests.
• Follow up with vendors regarding deliveries and order status.
• Maintain procurement records, supplier databases, and contract files.
• Compare prices and negotiate with suppliers when appropriate.
• Track inventory levels and coordinate replenishment activities.
• Ensure procurement processes comply with company policies.
• Minimum 3 years of proven experience as a Secretary, Personal Assistant, Executive Assistant or similar role.
• Bachelor’s Degree in any area of Business Administration, Mass Communication, Accounting, Finance Management, Supply Chain Management, Procurement, Logistics or any course relevant to the business activities is required.
• Transparent and trustworthy.
• Highly organized, keen to details and with great problem-solving skills.
• Excellent writing and communication skills.
• Well-presented and with good interpersonal skills.
• Ability to work with little supervision and to multitask.
• Agility to handle different assignments with tight deadlines.
• Excellent Office suite skills, especially Microsoft Excel (VLookup, Hlookup, Pivot tables, conditional functions, etc).