Executive Assistant

Company Overview

Lennox Trading is a diversified, multi-sector trading and service company providing comprehensive solutions across several strategic industries. The company specializes in:

• Supply and distribution
• Export services
• Equipment installation
• After-sales support

Lennox Trading participates in government and non-government tenders, supplying equipment such as:

• Industrial machinery
• ICT infrastructure products
• Construction machinery
• Electromechanical equipment
• Office technology products

The company follows international quality standards and aims to deliver reliable, integrated services to its clients.

Position Overview

The Executive Assistant (EA) provides high-level strategic, operational, and administrative support to the Managing Director.

The role also involves coordination across the Tender, Fulfilment, and Business Administration units. In addition to executive support, the EA oversees public relations (PR) and corporate communication activities to strengthen the company’s professional image and market presence.

Key Responsibilities

Executive Support

• Manage the Managing Director’s calendar, meetings, and follow-ups.
• Prepare reports, presentations, and briefing documents for management meetings.
• Organize weekly and monthly update meetings.
• Organize monthly one-on-one performance check-ins between the Managing Director and teams.
• Maintain backup copies of reports and documents in online drives.

Tender & Project Coordination

• Track execution of bid/tender projects with the Head of the Tender Unit.
• Support decision-making by consolidating operational and financial updates.
• Track awarded bids and ensure smooth handover to the Fulfilment Unit.
• Monitor project implementation timelines, installation schedules, and delivery milestones.
• Ensure timely and compliant tender submissions.

Operational Planning & Reporting

• Develop monthly operational plans with different departments.
• Follow up on execution of planned activities.
• Ensure documentation and reporting systems are well organized and updated.
• Follow up on reporting timelines and organize presentations for monthly meetings.

Corporate Communication & Public Relations

• Develop and manage Lennox Trading’s corporate communication calendar.
• Develop and maintain promotional materials.
• Ensure branding consistency across proposals and external communications.
• Manage LinkedIn and other professional communication channels.
• Support event coordination, exhibitions, and networking engagements.

Stakeholder & Financial Coordination

• Manage relationships with key stakeholders and partners.
• Monitor client communication and satisfaction levels.
• Track payment collections with the Finance Manager.
• Follow up on supplier payments and compliance documentation.

Required Qualifications

• Bachelor’s Degree in Business Administration, Management, Economics, or a related field.
• 3–5 years of experience in:
  • Executive support
  • Tender/bid project coordination
  • Operations coordination
  • Project administration
• Experience working in tender-based or project-based companies is an advantage.
• Strong reporting and documentation skills.
• Excellent written and verbal communication skills.
• High level of discretion and professionalism.

Required Skills

• Strong organizational and follow-up skills
• Ability to work independently and manage competing priorities
• Excellent communication and interpersonal abilities
• Strong coordination and teamwork skills
• Result-oriented and target-driven mindset
• Time management and multitasking ability
• Proficiency in Microsoft Office (Word, Excel, PowerPoint, Gmail)

Performance Indicators

•  Timely and compliant tender submissions
• Smooth transition from awarded bid to fulfilment
• Improved reporting structure across company units
• Strong corporate presentation and PR visibility