Job PurposeThe purpose of this role is to manage the office and perform administrative and operational duties in relation to calendar management document control and general support.
Main Responsibilities Perform a variety of administrative tasks of a highly confidential and sensitive nature. Manage the entire calendar and handle incoming and outgoing communications with internal and external clients.
Screen prepare and organize incoming and outgoing documentation for the appropriate actions. Provide preliminary summaries of incoming material by reviewing and making basic analysis of the documents and their content.
Organize business itineraries travel arrangements conferences meetings and social functions as and when required. Consistently followup on matters initiated or related in order to ensure they are completed on time.
Receive and screen incoming calls and visitors determine priority matters for necessary endorsement to Department Head. Ensure policies and procedures are closely followed and standards of quality pertaining to the office administration are constantly monitored and adhered to.
Timely preparation of the necessary material minutes agendas presentations or reports. Regular circulation of calendars monthly evaluations and newsletters among other material within the departments teams.
Continuous management of documentation on the ECM system as per the electronic filing codes and reference numbers. Followup on tasks and projects with the team as required.
Implement an effective tracking methodology to follow up on correspondences and actions of tasks and projects bringing tasks which require further action to attention.
RequirementsQualifications Higher Diploma in Business Administration or Secretarial Studies or an equivalent qualification.
Experience A minimum of 5 years experience as a Personal Assistant or Executive Secretary within a similar field.