Team Support Officer

The Team Support Officer serves as a primary point of contact for internal and external matters and is responsible for facilitating the overall operation of the team.

The role includes managing calendars, making travel arrangements, and preparing monthly management and expense reports.

Roles, Responsibilities & Duties

• Provide general administration, secretarial, and personal assistance as required by the Executive Director.
• Arrange meetings, seminars, conferences, client meetings, and related tasks.
• Answer letters, emails, faxes, and mail; coordinate correspondence distribution throughout the division, support departments, and clients.
• Assist with telephone and email enquiries directed to the Executive Director, particularly during busy periods and staff absences.
• Answer calls on behalf of the Executive Director.
• Monitor incoming and outgoing correspondence and ensure timely information flow.
• Manage official mails and correspondence for the division.
• Produce letters, faxes, emails, and transcribed documents with appropriate formatting.
• Attend meetings, record minutes, and distribute meeting records.
• Prepare and format management information, reports, presentations, and charts.
• Update manual reports and spreadsheets, ensuring data accuracy.
• Maintain and update databases of clients, business partners, and relevant contacts.
• Organize Executive Director travel arrangements, hotel reservations, and related requirements.
• Support and liaise between the Executive Director, Senior Management, and team members.
• Support overall strategic objectives to ensure smooth operational flow.
• Manage information flow in a timely, confidential, and accurate manner.
• Act as a point of contact among administrators, employees, clients, and external partners.
• Track daily expenses and prepare weekly, monthly, and quarterly team-related reports.
• Organize and maintain the office filing system.
• Perform other related duties as required by Management.

Qualifications

• Degree educated preferred.
• Must be fluent in English, both written and spoken.

Experience & Skills

Experience

• Minimum 5 years of relevant administrative work experience.

Technical Skills

• Excellent MS Office knowledge, including:
• PowerPoint
• Visio
• Word
• Excel
• Outlook

Core Competencies

• High attention to detail.
• Strong administrative and organizational skills.
• Ability to handle highly confidential information with discretion.
• Ability to work under minimal supervision.
• Excellent time management skills.
• Ability to work independently and take initiative.
• Strong communication and coordination skills.

Personal Attributes

• Highly organized.
• Professional and dependable.
• Discreet and trustworthy.
• Able to maintain strict confidentiality.
• Capable of supporting senior leadership in a sensitive and critical environment.