Job Ref: QAEDSEA
Responsibilities:
Prepare and edit correspondence, communications, presentations and other documents
File, reference, retrieve documents and materials
Answer and manage incoming calls
Receive and interact with incoming visitors
Liaise with internal staff at all levels
Interact with external clients
Review operating practices and implement improvements where necessary
Supervise, coach and train lower level staff
Produce information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.
Conserves executive’s time by reading, researching, and routing correspondence
Drafting letters and documents; collecting and analyzing information; initiating telecommunications.
Manage and maintain executives’ schedules, appointments by planning and scheduling meetings, conferences, teleconferences, and travel.
Record, transcribe and distribute minutes of meetings
Represent the executive by attending meetings in the executive’s absence; speaking for the executive.
Maintain customer confidence and protects operations by keeping information confidential.
Complete projects by assigning work to clerical staff and following up on results.
Secure information by completing data base backups.
Maintain office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies; verifying receipt of supplies.
Maintain professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies.
Contribute to team effort by accomplishing related results as needed.
Work collaboratively in a team environment with a spirit of cooperation and as a relationship builder.
Manage contacts using Outlook to conduct up-to-date database entry, tracks VIP relations and correspondence; facilitates relationships by familiarizing his/herself with various life events (such as birthdays, and other major milestones).
Maintain confidentiality and use a high degree of discretion.
Lead special projects and execute all other responsibilities assigned.
Qualification and Skills
Bachelor’s degree with a 2:1 (second class upper) minimum in business, science, social sciences or engineering. A Master’s degree could be an advantage
Minimum of two years relevant experience
Excellent time management skills and clear respect for deadlines.
Strong judgement and decision-making abilities.
Ability to adapt to changing priorities and handle multiple demands by prioritizing effectively.
Excellent aptitude for interpersonal relations combined with an ability to interact with senior management and other team members in a professional and effective manner.
Analytical Skills
Strong Planning, time management & multi-tasking skills
Strong values and gives attention to detail and accuracy
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