Introduction
Manage the day-to-day office tasks of the Managing Director. Awareness of the organization’s aims and objectives and work to help the MD make the best use of his/her time by assisting in various projects as well as dealing with all secretarial and administrative tasks. Perform a number of tasks for the Director and represent the Director on a daily basis so it is of high importance to always maintain a high standard in any assignment to be carried out.
Duties & Responsibilities
Main Tasks and Responsibilities
Manage the day-to-day office tasks of the Managing Director
Prepare background documents and outgoing mail as necessary.
Monitor, screen, respond to and distribute incoming communications
Maintain accurate calendars with an understanding of prioritizing important deliverables
Act as a liaison for the Managing Director for internal and external inquiries
Participate in highly confidential meetings and provide accurate records, transcribe and distribute minutes of meeting.
Review and summarize miscellaneous reports and documents.
Assist MD to Draft high-level presentations, communications and documents using Word, Excel and PowerPoint
Collaborate with other team members to organize various corporate events. Manage and maintain executives' schedules, appointments, and travel arrangements.
Conduct research, collect, and analyze data to prepare reports and documents for Managing Director
Prepare monthly expense reports for Managing Director
Prioritize and manage multiple projects simultaneously and follow through on issues in a timely manner.
Manage Head Office payroll (about 35 people).
Load payments for release.
Handle insurance claims
The Employee requires these skills and experience in order for it to carry out its business.
Ensure the MD’s diary is optimally managed for internal and external responsibilities and duties
Liaise with other stakeholders to coordinate various meetings
Schedule meetings for MD to meet with direct reports and their teams at intervals as agreed.
Provide confidential secretarial support to the MD.
Recording and typing agendas, minutes, memos, letters, reports and presentations for the MD when required.
Responsible for answering, scanning and re-routing of telephone calls as well as setting up of telephone or video conferences.
Responsible for scrutinizing, re-routing and answering of all incoming correspondence (mail and e-mail)
Book venues for meetings and organizes refreshments
Ensure database with contacts and telephone numbers and e-mail addresses is established and maintained.
Support Executive with compliance to company policies and ensure Executive is kept abreast of policy changes.
Scout and maintain an awareness of Executive’s portfolio and advise the Executive of information and or matters of interest such as conferences, seminars etc.
Travel Arrangements - Responsible for making travel arrangements for the MD by:
Liaising with people and companies to be visited to arrange suitable dates and venues.
Arrange flights tickets, accommodation, car hire etc.
Support the Executive with trip planning and¬ Prepare detailed itineraries for the Executive
The above will also include travel for personal purposes such as commuting flights etc.
Desired Experience & Qualification
Grade 12 (required)
Relevant Diploma in Office administration / Business Administration / Secretarial Support (an advantage)
3 to 5 Years Minimum Experience in an administrative support role
At least 2-3 years’ experience as an executive assistant
Relevant software application (MS Office Suite)
Pastel (accounting and payroll) (preferred)
Diary Management
Demonstrated ability to work with a high level of initiative to tight deadlines and provide innovative thinking around administration.
Able to work in a fast-paced environment.
Working under pressure
Deadline driven.
Strong attention to detail.
Accurate/Meticulous/Efficient/Strong/Confident
Good communication skills
Excellent verbal, written, telephone and interpersonal skills.
Computer literacy including developed skills on (MS Office Suite)
The ability to manage own workload and to work as part of a team.
Honest and Reliable
