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Job Description
- Organise and/or summarise papers and reports, conducting additional research where necessary, to ensure that the General Manager is in possession of all relevant information needed to support decision making.
- Carry out ad hoc project work as required, involving internal and/or external research and liaison and within guidelines provided by the General Manager
- Prepare the Executive Management Meeting agenda; attend and minute the meeting; circulate minutes and follow up on action points arising in order to support effective operation of this key decision making forum.
- Screen all incoming mail and telephone calls, draft responses, redirect correspondence and callers to appropriate departments, obtaining additional information where necessary.
- Act as a focal point and filter for visitors and callers so as to ensure both optimum use of the General Manager’s time and cordial hospitality to all guests and visitors
- Manage the General Manager’s diary, scheduling and ensuring the appropriateness of arrangements for appointments and events, co-ordinating complex travel and accommodation arrangements and producing itineraries which optimise use of executive time.
- Assist in the preparation and logistical arrangements for Board of Directors/General Assembly Meetings in order to support the smooth running of the event.
- Transcribe from notes and/or written briefs internal and external correspondence and reports.
- Act as the General Manager’s personal representative on internal and external matters of an administrative nature.
- Liaise with senior executives and external contacts on behalf of the General Manager to obtain or exchange information and follow up on deadlines for information and/or activities.
- Co-ordinate all business affairs between the General Manager’s office and 3rd party business.
- Design, organise and implement appropriate filing and data retrieval systems in order to ensure ease of access to up to date information at all times.
- Control and administer expenses and petty cash for the General Manager’s office.
Job Requirements
- 7-10 years of experience.
- Degree plus secretarial / administrative qualification.
- In depth understanding of the role of CEO Management.
- Thorough understanding of the organisation – its structure; operation and dynamics.