Job Description:Main PurposeSecretarial functions and related support for the Managing Director.To assist with the administrative functions to the Executive Team.To assist in tasks, which will be outside your normal duties but will contribute to the success of our company.Duties and Responsibilities:Answers telephones, routes calls, takes messages, and provides general information; greets and directs visitors; answers routine inquiries; maintains log of inquiries as required.Make travel arrangements, such as plane reservations, hotel accommodation, and auto rentals. Follow established guidelines, process reimbursements and expenses for the MD.Manage the diary of the MD as well as set up and coordinate meetings.Ensure proper handling of documents with regards to signatures, distributions, and responses.Maintain a "to-do" list and tracking system.Record and distribute minutes and related content of meetings.Maintain a suitable data tracking or filing system (physical and electronic).Prepare paperwork for meetings – ensuring that the board packs for the relevant meetings are on-time for review by the Director.Co-ordinate and schedule all statutory meetings for the year.Ensure the safekeeping of all documents, legal documents, etc.Do work of personal nature for the MD.Interact with all business-related staff, management team, and customers to achieve maximum results for the company.Assist in scheduling appointments, meetings, and/or conferences, as appropriate to the position.Reception duties when needed.Co-ordinate and compile monthly reports.Co-ordinate arrangements such as invitations, catering for client visits, presentations, and events.Monitoring of perishables and cleaning staff movements.Assist in maintaining good morale in the company through arranging birthday gifts, cards, or any other activities to achieve this.Perform any other reasonable duty delegated to you.Qualifications and Experience:Certificate in Office Administration and/or similar qualification.Computer literacy - Microsoft packages (Word, Excel, and PowerPoint).Special Requirements:Must be able to read, write, and speak the English language.Must be able to communicate clearly and concisely, orally and in writing, including formal communications and making presentations.Must possess the ability to make independent decisions when circumstances warrant.Must be able to operate office equipment including information management tools (Microsoft Office (Windows), Excel, and Syspro).Ability to pay close attention to detail and co-ordinate various activities simultaneously.Must have patience, tact, a cheerful disposition, and enthusiasm as well as the willingness to handle difficult situations.A keen sense of urgency and a willingness to learn additional job-related skills.Ability to work well in a team.Ensure a tidy and orderly office environment.Working Conditions:Office based.Subject to work beyond normal working hours, evenings, weekends, and holidays should the need arise.Required to attend and participate in continuing educational programs designed to keep you abreast of changes in your profession.
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