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Administrator – (2500002T)
Job Purpose and Key responsibilities
Job Purpose:
The role will serve as a point of contact and link between directors, managers, internal departments, and external parties, including vendors, and customers. The role will handle clerical and administrative duties, analyse and improve office processes and policies, and ensure that the office operates smoothly.
Key responsibilities:
- Act as the first point of contact for the C.E.O & the GI Regional Director, proactively and promptly reviewing and tracking incoming enquiries such as correspondence, telephone and in-person, and responding directly or referring to other appropriate individuals or escalating to the Executives.
- Provides a bridge for smooth communication between the Directors’ offices and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff.
- Provide sophisticated calendar management for the Directors. Prioritize enquiries and requests while troubleshooting conflicts to ensure smooth day-to-day engagements.
- Organising and coordinating all logistics for the Directors’ meetings (both internal and external).
- Develop and maintain the Directors’ offices paper and electronic filing and information systems.
- Responsible for processing expenses, credit card returns and raising purchase requisitions and other finance related duties as directed.
- Oversee the prompt collection and delivery of incoming and outgoing mail in the Directors’ offices.
- Draft routine correspondence on behalf of the Directors.
- Coordinate the preparation of both local and international itineraries for the Directors and confirm travel bookings and hotel reservations.
- Attend Management meetings; record, summarize and timely distribution of minutes and tracking of action items where applicable.
- Coordinating events and projects by providing administrative support for all events managed by the Segment/Function.
- Maintains rapport with customers, managers, and employees by arranging continuing contacts; researching and developing new services and methods; setting priorities; resolving problem situations.
- Maintains continuity of work operations by documenting and communicating needed actions to management; discovering irregularities; determining continuing needs.
- Ensure that reports and analysis of the same are issued on a timely basis as per the agreed regularity through liaison with all relevant parties.
- Maintain efficient and effective communication channels between the Directors offices; the Board other departments and external customers to ensure professional interface and superior customer service.
- Receive and collate emerging issues from all stakeholders for the Segment/Function.
- He/she will also be the custodian of all the EXCO reports for the Segment/Function.
- Provide administrative support for the Corporate Team.
- Delegated authority as per the approved delegated authority matrix.
Knowledge, experience and qualifications required
- University degree in any discipline.
- 4-6 years’ experience as a Personal Assistant to a Head of Department/Division in a blue chip company preferably in a commercial environment.
Technical/ Functional competencies:
- Strong organizational skills; ability to prioritize work and meet deadlines.
- Computer literate (MS Word, PowerPoint and Excel).
- Records management.
- Planning and organizational skills.
- Strong writing and oral presentation abilities.
