- Administration: Provides/guides office staff to provide secretarial and administrative services including:
- Complete diary correspondence management (internal & external) in the office.
- Preparing and editing presentations, and arranging relevant collateral prior to meetings/events.
- Correspond and follow up on requests/emails/projects to /from the executive team.
- Providing executive support to other Directors.
- Recording minutes of meetings and following up on the action plans.
- Ensure the office runs efficiently and the office equipment is maintained.
- Develop an appropriate filing system.
- Managing expense claims, purchase requisitions, business travel arrangements, etc.
- Ensure compliance as per corporate legislation and governance.
- Supervising the office information system, quality assurance, and document content management.
- Manages the process of maintaining the calendar of important dates and ensures that complete and updated information is available for all matters.
- Design, organize and implement appropriate document management systems to ensure that records are always up-to-date and accessible.
- Support the onboarding agenda with HR for the direct reports.
- Coordination: direct and coordinate all travel logistics for the directors:
- Accommodation, itineraries or venues for staff/guests, transportation, venue booking, and visa assistance.
- Assistance in preparing for meetings with research, and briefs, and providing documentation and reports. Including previous minutes and updated action plans if required.
- Prioritize and manage multiple projects simultaneously and follow through on issues in a timely manner.
- Other Responsibilities:
- Place the monthly orders through the PRF system for the items required for the Company.
- Develop seamless systems to make the director's job easier.
- Monitor the email and follow up with the ongoing communication required for follow-up with actions.
- Fosters a working environment that promotes a high level of professionalism, responsibility, and dedication to LIGHTHOUSE goals.
- Embrace and encourage excellent standards according to LIGHTHOUSE core values. And ensure policies and procedures are followed at all times.
- Initiate effort and energy beyond the typical work day.
- Perform any other duties referred by the directors.
- Be an outstanding team player to accomplish organizational goals.
- Communicate with partners, clients, guests, and Board.
- Train new employees in unfamiliar administrative procedures to be used in the office.
- Treat visitors internally and externally with customer care.
- Ensure the LIGHTHOUSE policies, procedures, and code of conduct are followed at all times.
- Attend staff meetings and serve on committees as required.
- Perform other duties as requested by direct and dotted reporting line managers/supervisors.
- Ensure the LIGHTHOUSE policies, procedures, and codes of conduct are followed at all times.
- Initiate effort and energy beyond the typical work day, where the tasks require additional commitment.
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