Job Details
Experience Needed:
Career Level:
Education Level:
Salary:
Job Categories:
Skills And Tools:
Job Description
- Giving support in supervising office boys, managing buffet, office needs & Stationary.
- Searching for cleaning companies.
- Welcoming guests and customers by greeting them, in person or on the telephone.
- Maintaining customer confidence and protects operations by keeping information confidential.
- Being responsible for office maintenance.
- Being responsible for organizing meeting rooms for conferences & parties.
- Being aware of the safety & emergency plan.
- Dealing with the provider for the company uniform.
- Other technical duties/projects as assigned.
- Manage Director’s electronic diary, assessing priority of appointments and reallocation as necessary.
- Manage Director’s travel arrangements (including visas/accommodation).
- Process Director’s correspondence, ensuring that incoming correspondence is dealt with by the Director/or on behalf of the Director, or other staff as appropriate.
- Maintain Director’s office systems, including data management and filing.
- Maintain records of Director’s contacts.
- Screen calls, enquiries and requests, and deal with them when appropriate.
- Assist Director in researching and following up with action on matters which fall within the Director’s responsibility – chasing responses, triggering follow-up action.
- Produce documents, briefing papers, reports and presentations for the Director.
- Organize meetings and ensure that Director is well prepared for those meetings, preparing agendas, pre-meeting briefings and meeting papers.
- Manage arrangements for Trustees’ and Sub-Committee meetings, including production/distribution of agenda and papers.
- Assist/support Director, Development Manager & Communications Manager in arranging funding partner and other events.
- Meet and greet visitors at all levels of seniority.
- Supervise all Trust incoming/outgoing mail.
- Any other duties as may reasonably be required by the Director.
Job Requirements
- Communication skills - written and verbal
- Planning and organizing
- Prioritizing
- Problem assessment and solving
- Information gathering and monitoring
- Attention to detail and accuracy
- Flexibility
- Adaptability
- Customer service orientation
- Computer skills and knowledge of relevant software
- Knowledge of the office equipment standards.
- Knowledge of clerical and administrative procedures and systems such as filing and record keeping.
- knowledge of principles and practices of basic office management
- Ability to organize a daily workload by priorities.
- Experience of electronic diary management.
- Experience of working in a Higher Education Environment.
- Exceptional interpersonal and communication skills, to enable professional interaction with a wide range of contacts, both internal and external to the University.
- Ability to organize and plan own work.
- Excellent attention to detail, with the ability to maintain a high level of accuracy.
- A flexible, pro-active approach to work.
- Ability to work on own initiative.
- Ability to deal with sensitive information with discretion and to maintain confidentiality.
- Excellent IT skills, including a working knowledge of presentation software packages, preferably Microsoft Office Word, Excel and PowerPoint.
- Discretion and trustworthiness: you will often be party of confidential information
- Flexibility and adaptability
- Good oral and written communication skills