Job Description
The Assistant is responsible for administrative support and secretarial assistance to senior and/or other allocated managers from the team. The role is responsible for the smooth running of the managers’ business activities including travel planning and expenses, diary and internal high level meetings Inc. committee meetings.
The Assistant provides secretarial and administrative support to Director, Senior Managers, Managers and assists other Assistants/Officers in the team as and when required. In the absence of the manager, ensures routine office support procedures are carried out, covering Assistants’ absence and providing guidance & coaching to junior secretaries when required. This role will entail dealing with colleagues in the Resident Offices as well as in the Headquarters, which in turn also includes various departments.
Responsibilities
- Manage and coordinate hotel/travel arrangements, itineraries and arranging visas, renewing passports as required to ensure travel arrangements run smoothly.
- Carry out all secretarial and administrative duties for Director/Manager to enable smooth running of the office.
- Managing diaries, arranging internal and external meetings and conference calls, receiving visitors ensuring that each meeting is seamlessly executed.
- Correspondence – drafting, checking and/or proofreading as needed
- Obtain the appropriate sign off on documents when required ensuring that they are signed or coordinated in a timely manner.
- Take minutes at meetings ensuring all key points are captured, summarized and effectively presented to the manager.
- Prepare PowerPoint presentations and other material for meetings / committees
- Draft routine business correspondence for Director’s signature. Prepare, draft and check team documentation ensuring quality management control.
- Responsible for arranging all elements of travel according to our policy and claiming expenses in a timely manner to ensure the Director/Manager does not incur any unnecessary delays in receiving payment.
- Maintain comprehensive filing in various hard copy and electronic systems and archiving for Managers’/team to ensure instant retrieval of documents.
- Organize and coordinate filing in various electronic systems i.e. Live link including all aspects of safekeeping if applicable. Overall coordination and responsibility for the information added, ensuring quality management and control of the information.
- May manage and coordinate conferences and events by being well organized, paying the utmost attention to detail and trouble shooting on the day to ensure that all runs smoothly and to time.
- May act as departmental coordinator, IT coordinator, HR coordinator, Stationery coordinator.
- Organize and coordinate internal departmental events ensuring they are professionally managed to a high standard.
- Conduct ad-hoc or specific tasks assigned by Line Manager which may be related amongst others to pipeline or reporting.
- Maintain Team shared calendar, Weekly Whereabouts, & Contact Database.
- Depending on the Team/location may be responsible for the team’s sick record by updating absences in SAP HR ensuring an accurate and up to date record is available.
- Provide secretarial cover during absences and provide handover notes to ensure a smooth transition.