Responsibilities
Arrange for travel ticketing and visa and per diem, and ensure trip reconciliation within 24 hours of return from trip; ensure any documents to be carried for any meeting is ready and handed out.
Maintain accurate diary of meetings.
Send out accurate and timely invitations for meetings, and ensure logistics are in place before meetings.
Write minutes as directed and ensure the minutes are completed within stipulated time, signed and readily available at all times.
Maintain up-to-date and accurate contact details for CEOs, partners and invitees to meetings and other events.
Prompt management on actionable matters arising from meetings according to timelines in Summary Decisions
Draft letters as instructed.
Ensure memos are signed and distributed to staff.
Maintain office area in a neat and tidy manner at all times and ensure chronological and regular filing of documents at least within 12 hours of completion of tasks.
Timely application for renewal of contracts.
Attend to enquiries by receiving phone calls etc
Arrange for presents and gifts for CEOs and other senior guests
Carry out translations into French as directed.
Desired Qualities
Must be calm under pressure e.g during conferences/meetings.
Maintain confidentiality in all matters pertaining to the office.
Ensure that the office area is not unduly noisy during working hours.
Report incidences of indiscipline by staff such as absenteeism, poor time keeping, poor performance of duties whenever they occur.
Qualifications
Bachelor’s degree in Business Administration or equivalent.
Relevant experience in offering executive support.
Fluency in written and oral French is a MUST
