Roles and Responsibilities
This position is responsible for providing an efficient and responsive administrative, organizational and logistical service to the MD, helping him to manage and prioritize his time. Also, responsibility for providing full secretarial assistance to the management team during absences to ensure a high level of service is maintained.Essential duties and responsibilities include the following.
Other duties may be assigned:• Filter emails, highlight urgent correspondence and print attachments.• Organise inbound emails into the appropriate folders and any relevant information to be copied into the correct file on the hard drive.• Manage and maintain the MD’s diary and email account.• Respond to emails as much as possible, dealing with appointments, etc.• Ensure busy diary commitments, papers and travel arrangements are managed effectively including producing a daily folder with diary, necessary papers etc. and troubleshooting problems.• Conduct weekly diary meetings with the MD to discuss upcoming engagements, invitations and other requests.• Schedule on behalf of the MD meetings between him and his direct reports and the committees and groups to which he is a member.• Coordinate travel and accommodation requirements in connection with others and ensure arrangements in place for the MD match his requirements.• Filter general information, queries, phone calls and invitations to the MD by redirecting or taking forward such contact as appropriate.• Ensure the MD is fully briefed on, or prepared for, any engagements he is involved in. Keep and maintain an accurate record of papers and electronic correspondence on behalf of the MD.• Prepare correspondence on behalf of the MD, including the drafting of general replies.• Minute general meetings as required and complete research on behalf of the MD.• Keep and retrieve files.• Ensure guests meeting with the MD are well taken care of.• Provide services that are in line with the MD’s work habits and preferences.
Skill set
• Excellent typing skills, speed and accuracy essential.• Good computer literacy (MS Office, Excel, PowerPoint)• Ability to multi task• Excellent communication skills• Excellent reporting skills• Analytical• Excellent research skills
Work experience
4 – 6 years
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