Job Purpose:
The role holder is responsible for providing secretarial/administrative support directly to the Line Manager, exercising confidentiality, tact and diplomacy.
Core Responsibilities:
- Acts as the first point of contact for any inquiry related to Line Manager or other management staff, i.e. meeting schedule, reports required, etc.
- Deals with correspondence and phone calls.
- Takes notes during meetings, prepares and distributes Minutes of Meetings in a timely manner and performs follow- up on subjects related to the discussion.
- Manages schedules, organizing meetings and appointments, ensuring that no conflicts exist.
- Books and arranges travel, transport and accommodation.
- Organizes events and conferences whenever required.
- Keeps track and sets reminders to the General Manager, or other management staff, of important tasks and deadlines.
- Delivers quality typing, compiling and reports preparation, presentations and correspondence.
- Manages databases and filing systems
- Implements and maintains procedures/administrative systems.
- Liaises with staff, suppliers and clients.
- Collates and files expenses.
- Prepares documents for signature- double checking on the information, ensuring details are correct and aligned to the policy, and ensures that justifications for requests are attached.
- Provides administrative support to Administrators.
- Manages staff induction schedule and coordinates with HR
- Undertake additional responsibility as required.
Background & Experience (years):
- 2 to 5 years in a related field/role.
- Knowledge of current and best stock inventory systems.
- Proven ability to work independently and with others.
- Able to manage complex human relationships and culturally sensitive.
- MS Office skills.
