Job Description

Responsibilities

• Organising and maintaining a diary and email account, as well as scheduling appointments for Partner
• Coordinating and scheduling daily agenda and to-do list, as well as daily, weekly and monthly calendar appointments. Also, managing and organising personal agenda, meetings, travels, correspondence and daily routine calls
• Managing all incoming and outgoing correspondence, i.e., sort and read mail, draft responses, print attachments, maintain network database, receive and send packages, type and dispatch all correspondence. Also, collecting and opening all paper mail addressed to Director
• Managing incoming and outgoing telephone calls, enquiries and requests, and handling them when appropriate
• Coordinating and scheduling all business and personal vacation travel arrangements and occasionally, accommodation
• Attending to and monitoring urgent enquiries and issues, ensuring that they are brought to the direct attention and where necessary, referring matters to the appropriate manager for action
• Devising and maintaining office systems, including data management and filing
• Meeting and greeting visitors
• Taking dictation on various matters from Director
• Organising meetings and ensuring that Directors well-prepared for meetings
• Representing Directorate events if necessary
• Maintaining all personal and professional files, ensuring that a comprehensive filing system is in place
• Ensuring busy diary commitments and travel arrangements are managed effectively including producing a daily folder with diary and task sheets
• Liaising with relevant individuals, external organizations, etc. to arrange meetings and prepare agendas
• Maintaining confidentiality, recording and filing system for Director’soffice
• Undertaking any other duties as may be requested by the Director

Educational Requirements

• University Degree (a foreign degree will be an added advantage)
• Excellent computer skills – Proficiency in MS Word, PowerPoint, Excel and Outlook email & calendar system

Minimum Experience

• 3 years experience in a similar capacity working with Senior management and executives
• Global exposure in dealing with various cultures/personal styles will be a plus

Competences:

• Must possess excellent communication and persuasive skills; ability to prepare a variety of written communication, including emails, letters, request and formal correspondence
• Must possess an amiable personality and people-management skills
• Must be a self-starter, result-oriented and highly motivated
• Must be confident and able to work with minimal Supervision
• Ability to maintain grace under pressure
• International exposure/experience preferred
• Ability to prioritise administrative duties and complete work within set times
• Perform work at a high level of competence, demonstrating sound grammatical skills and strong attention to detail
• A flexible and mature approach to work