Company DescriptionManage the day-to-day office tasks of the FM.
Awareness of the organization's aims and objectives and work to help the FM make the best use of her time by assisting in various projects as well as dealing with all secretarial and administrative tasks.
Perform a number of tasks for the FM and represent the FM on a daily basis so it is of high importance to always maintain a high standard in any assignment to be carried out.Job DescriptionMain Tasks and Responsibilities Manage the day-to-day office tasks of the FMPrepare background documents and outgoing mail as necessary.Monitor, screen, respond to and distribute incoming communicationsMaintain accurate calendars with an understanding of prioritizing important deliverablesAct as a liaison for the FM for internal and external inquiriesParticipate in highly confidential meetings and provide accurate records, transcribe and distribute minutes of meeting.Review and summarize miscellaneous reports and documents.Assist FM to Draft high-level presentations, communications and documents using Word, Excel and PowerPointCollaborate with other team members to organize various corporate events.
Manage and maintain executives' schedules, appointments, and travel arrangements.Conduct research, collect, and analyze data to prepare reports and documents for FMPrepare monthly expense reports for FMPrioritize and manage multiple projects simultaneously and follow through on issues in a timely manner.Assist with the management of Head Office payroll (about 35 people).Load payments for release.Handle insurance claimsThe Employee requires these skills and experience in order for it to carry out its business.Ensure the FM's diary is optimally managed for internal and external responsibilities and dutiesLiaise with other stakeholders to coordinate various meetingsSchedule meetings for FM to meet with direct reports and their teams at intervals as agreed.Provide confidential secretarial support to the FM.Recording and typing agendas, minutes, memos, letters, reports and presentations for the FM when required.Responsible for answering, scanning and re-routing of telephone calls as well as setting up of telephone or video conferences.Responsible for scrutinizing, re-routing and answering of all incoming correspondence (mail and e-mail)Book venues for meetings and organizes refreshmentsEnsure database with contacts and telephone numbers and e-mail addresses is established and maintained.Support FM with compliance to company policies and ensure FM is kept abreast of policy changes.Scout and maintain an awareness of FM's portfolio and advise the FM of information and or matters of interest such as conferences, seminars etc.
Travel ArrangementsResponsible for making travel arrangements for the FM by:Liaising with people and companies to be visited to arrange suitable dates and venues.Arrange flights tickets, accommodation, car hire etc.Support the FM with trip planning and prepare detailed itineraries for the FMThe above will also include travel for personal purposes such as commuting flights etc.Ability to maintain confidentiality surrounding company materials and informationHigh English communication skills, judgment and decision-making abilityQualifications3 to 5 Years Experience as a Personal AssistantRelevant software application (MS Office Suite)Pastel (accounting and payroll) (will be an advantage)Diary ManagementDemonstrated ability to work with a high level of initiative to tight deadlines and provide innovative thinking around administration.Able to work in a fast-paced environment.Working under pressureDeadline driven.Strong attention to detail.Accurate/Meticulous/Efficient/Strong/ConfidentGood communication skillsExcellent verbal, written, telephone and interpersonal skills.Computer literacy including developed skills on (MS Office Suite)The ability to manage own workload and to work as part of a team.Honest and ReliableAdditional InformationClosing Date: 30 November 2024Salary: Market relatedIf you struggle to upload your cv please visit our website at Click on Jobs Available, the position you are interested in and click on I'm Interested and upload your cv to apply for the position.
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