Job Description
KEY RESPONSIBILITIES:
• To provide administrative support to the Director and in his/her absence.
• Ensures that all scheduled meetings, comprehensive minutes’ file records and diary of events are maintained and communicated well on a timely basis.
• Provide logistical support to the Director or the executive team and anyone else at the discretion of the Director.
• Act as the initial contact point for the Director's Office. On a daily basis, respond promptly to questions from the Directors, Group human resources, Head of Departments, and department managers who need to contact and get responses from the Director.
• To coordinate, monitor and make travel and logistical arrangements for the Director and other department heads, Managers as directed by the Group Director.
• Prepares documentation to support the office of the Director and its functions and to meet deadlines in processing the Director's correspondence. Monitors incoming mail and forwards to respective departments/units.
• Coordinate the preparation of briefing information for the Director relating to both external and internal meetings, travel/conferences, working closely with all departmental colleagues as appropriate.
• Provide backup support to ensure effective and timely response to requests both internal and external.
• To provide logistical and administrative support for the organization, meetings and training sessions organized through the Director’s office.
• To manage all office expenses to support the Director’s office, and raise the necessary request for purchase requisitions.
• To implement and maintain robust office systems including filing and record-keeping for the Director’s office.
• Support to Director’s office during the compilation of the weekly, monthly and quarterly reports.
• Coordinating documentation to Director’s office requiring a signature.
• Maintaining/updating the Director’s diary to ensure appointments and meetings are well organized and coordinated on a timely basis.
• Working with relevant departments where necessary, and providing corporate inter-office support.
• Perform any other duties as may be assigned from time to time
KNOWLEDGE, SKILLS AND ABILITIES:
• A degree in business administration or a relevant field.
• Minimum five (5) years of experience in a similar role.
• Proven experience in providing high quality administrative and personal assistant services to senior-level staff.
• An understanding of SAGE ERP is a must.
• Excellent written and verbal communication skills.
• Proven interpersonal and customer service skills with people at a range of levels from a variety of social and cultural backgrounds.
• Assertive and proactive, with the ability to work on own initiative with little or no supervision.
• Good analytical skills with the ability to identify key points from complex material or information.
• Self-motivated, flexible and able to make a judgement as to when to take the initiative on the Director’s behalf.
• Excellent time management skills. The post-holder will need to manage their own time well, and the time of the Director.
• Demonstrated personal integrity and ability to deal with sensitive and/or sensitive issues with tact, and diplomacy while maintaining complete discretion and confidentiality.
• Ability to cope with varying workloads and interruptions and to organize activities to provide efficient services.
• Experience in providing comprehensive support to staff committees and meetings or its equivalent.
• Experience in a similar role.
• Ability to multitask and prioritize tasks
• Well-developed organizational skills.
• Attention to detail.