JOB SUMMARY

The ideal candidate will be responsible for:

1. Ensuring the smooth running of our businesses and delivery of a quality service.
2. Provide full administrative and secretarial support at a senior level to the Director.
3. Handle sensitive and complex issues in a professional and objective manner.

ACADEMIC & PROFESSIONAL QUALIFICATIONS / TRAINING & WORK EXPERIENCE)

1. Bachelor’s degree/Diploma in Business Administration, Secretarial, Commerce, Personnel Management or related field
2. At least 4 years’ experience in administration with 3 years as a Personal Assistant.
3. A knowledge of standard software packages and the ability to learn company-specific software if required.
4. Able to take minutes at meetings and follow-up on action points with the relevant personnel
5. Professional certification will be an added advantage.

KNOWLEDGE AND COMPETENCIES

1. Discretion and trustworthiness: you will often be party of confidential information
2. Flexibility and adaptability
3. Good oral and written communication skills
4. Organisational skills and the ability to multitask
5. The ability to be proactive and take the initiative
6. Tact and diplomacy
7. Communication skills
8. A knowledge of standard software packages and the ability to learn company-specific software if required.

DUTIES/RESPONSIBILITIES

1. Acting as a first point of contact: dealing with correspondence and phone calls
2. Managing diaries and organising meetings and appointments, often controlling access to the manager/executive
3. Booking and arranging travel, transport and accommodation
4. Organising events and conferences
5. Reminding the manager/executive of important tasks and deadlines
6. Typing, compiling and preparing reports, presentations and correspondence
7. Managing databases and filing systems
8. Implementing and maintaining procedures/administrative systems
9. Liaising with staff, suppliers and clients
10. Collating and filing expenses
11. Miscellaneous tasks to support their manager, which will vary according to the sector and to the manager’s remit, e.g. completing some corporate governance reporting (to ensure that the business is being run properly and complying with legislation and regulations) or conducting research.

REGULAR DUTIES/ADMINISTRATIVE/OPERATIONAL DUTIES

12. Receiving telephone calls
13. Receiving and directing visitors, word processing,
14. Creating spreadsheets and presentations, and filing.
15. Responsible for office projects and tasks, as well as overseeing the work of junior admin staff.

PERIODIC DUTIES/RESPONSIBILITIES

16. Inspect and ensure that the administration and the reception area is well taken of
17. Monitoring the budget status reports each month and communicates financial information to managers to ensure the company stays within the budget

ANY OTHER FACTORS

1. The job requires flexibility –may involve irregular working hours

DELIVERABLES

1. Ensuring timely and accurate correspondence of emails and any other communication
2. Ensure that meeting agendas are distributed before the meeting
3. Ensuring that the Director’s diary is accurate and well planned.
4. Ensuring staff needs are meet and well taken care of.