Job Description
Organising board meetings including directors travel arrangements, allowances and meals.
Procuring stationery for the MDs office;
Organising travel arrangements for the Managing Director when travelling for official matters;
Drafting and dispatching letters and documents relating to matters handled by the MD’s office as well as drafting and dispatching notices of meetings on behalf of the MD’s attendees;
Receiving visitors and handling calls to the MD’s Office;
Arranging and dispatching full Board Papers including obtaining Board Committee Papers from other departments;
Handling conference/seminar bookings for all events for Directors;
Assisting in preparation of support material/documents for meetings steered by the MD’s Department;
Managing the MD’s calendar and travel arrangements;
Facilitating meetings between the MD’s department and various departments within the company;
Regularly reviewing all mails, including electronic mail addressed to the MD and distributing to relevant persons;
Instituting the filing and organizing of documents /letters or any correspondence for department;
Organizing parking arrangements for visitors and Directors for meetings to be held;
Organizing refreshments i.e. tea/coffee for visitors and directors;
Decorating MD’s office and Reception area with fresh flowers and keeping the environment conducive for our visitors.
Drafting correspondence for MD’s approval
Qualifications
A Bachelors’ degree in business Administration or Office Management
Diploma in Secretarial and Office Administration or Management
Experience
At least 3 years’ experience in executive administration, office management or as a Personal Assistant to a Senior Manager in a busy environment
Skills & competencies
Strong organizing and coordination skills
Good record keeping skills
Strong writing Skills
Strong analytical skills and attention to detail
Interpersonal and communication Skills
