Job Purpose:
The role will serve as a point of contact and link between directors, managers, internal departments, and external parties, including vendors, and customers. The role will handle clerical and administrative duties, analyze and improve office processes and policies, and ensure that the office operates smoothly.
Key responsibilities:
Act as the first point of contact for the C.E.O/Director, proactively and promptly reviewing and tracking incoming enquiries such as correspondence, telephone and in-person, and responding directly or referring to other appropriate individuals or escalating to the C.EO./Director.
Provides a bridge for smooth communication between the C.E.O/Director’s office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff.
Provide sophisticated calendar management for the C.E.O/Director. Prioritize enquiries and requests while troubleshooting conflicts to ensure smooth day-to-day engagements.
Organising and coordinating all logistics for the C.E.O/Director’s meetings (both internal and external).
Develop and maintain the C.E.O/Director’s office paper and electronic filing and information systems.
Responsible for processing expenses, credit card returns and raising purchase requisitions and other finance related duties as directed.
Oversee the prompt collection and delivery of incoming and outgoing mail in the C.E.O/Director’s office
Draft routine correspondence on behalf of the C.E.O/Director.
Coordinate the preparation of both local and international itineraries for the C.E.O/Director and confirm travel bookings and hotel reservations.
Attend Management meetings; record, summarize and timely distribution of minutes and tracking of action items where applicable.
Coordinate events and projects by providing administrative support for all events managed by the Segment/Function.
Maintains rapport with customers, managers, and employees by arranging continuing contacts; researching and developing new services and methods; setting priorities; resolving problem situations.
Maintains continuity of work operations by documenting and communicating needed actions to management; discovering irregularities; determining continuing needs.
Ensure that reports and analysis of the same are issued on a timely basis as per the agreed regularity through liaison with all relevant parties.
Maintain efficient and effective communication channels between the C.E.O/Director’s office; the Board other departments and external customers to ensure professional interface and superior customer service.
Receive and collate emerging issues from all stakeholders for the Segment/Function.
He/she will also be the custodian of all the EXCO reports for the Segment/Function.
Provide administrative support for the Team.
Delegated Authority: As per the approved Delegated Authority Matrix.
Key Performance Measures:
As described in your Personal Score Card.
Knowledge, experience and qualifications required:
University degree in any discipline.
4-6 years’ experience as a Personal Assistant to a Head of Department/Division in a blue chip company preferably in a commercial environment.
Technical/ Functional competencies:
Strong organizational skills; ability to prioritize work and meet deadlines.
Computer literate (MS Word, PowerPoint and Excel).
Records management.
Planning and organizational skills.
Strong writing and oral presentation abilities.
Leadership category responsibility framework (Core Competencies):
Emerging Leaders in Britam need to:
Plan, direct and apply efficiencies and resources in order to optimise output and profitability against time, cost and team targets.
Effectively communicate strategic and operational departmental goals and objectives to peers and others in order to ensure proper implementation.
Ensure that department priorities are adhered to and effectively communicated.
Ensure competent and effective people resources through appropriate coaching, development and people supervision as appropriate.
Embody a high performance, proactive culture.
Effectively ensure the adherence to key performance areas, deadlines and goals in order to optimise operational effectiveness.
Effectively communicate resource needs, possible opportunities and achievements to management in order to aid them in their decision-making.
Effectively set and monitor priorities and objectives for more junior staff.
Understand and communicate objectives in relation to the larger organisational impact.
Effectively disseminate knowledge within the correct context, towards subordinates as well as management.
Appropriately model the company values while setting the pace and energy for delivering.
Effectively manage and communicate change within the department in order to increase staff and process effectiveness.
Provide access to accurate and consistent information and services across all channels.
Ensure a seamless experience for clients.
Improve service delivery for clients.
Engage in continuous brand building to become the trusted partners to clients.
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