Key Elements of the Job

Work under the supervision of the Managing Director
Supervises the Receptionist, Admin/HR Assistant, Drivers
Ensure smooth running of monthly staff meetings and of the management team.

Responsibilities
Assist the Managing Director to implement and monitor:

Provisions of the Office Administrative.
Recommendations of internal audits.
Program Leave and vacation schedules, travel plans and administrative calendar.
Maintain stock of beverage, stationery and toiletry items for the office, and monitor their movement from the store

Provide secretarial services:

Maintain highest standards of administrative support across the office
Organize incoming correspondence of the Managing Director including electronic mail
Type, proof-read and edit documents, including internal memos and letters
File and maintain filing system including HR files in line with Company guidelines
Plan and prepare for meetings
Manage Managing Director’s and office-wide travel planning and preparation
Manage the Managing Directors Calendar and all appointments

Manage the Front Desk Administrative Assistant and office-wide correspondence control:

Directly manage the Office Assistant to ensure optimum response to the general public
Develop and oversee an office-wide correspondence control system to help track responses to the public

Characteristics

Respects and maintains confidentiality of information
Takes responsibility; follows through tasks to completion                             
Anticipates problems; requests help
Shows initiative and willingness to learn new skills
Manages time efficiently; prioritizes well                
Is punctual                         
Accepts supervision and feedback well
Maintains positive attitude despite work pressure
Communicates effectively with supervisor/colleagues
Is a reliable team player
Demonstrates sound judgment at all times

Qualifications

A good first degree or its equivalent in secretarial studies, administration, management or accounting
At least 2 years of experience in a position with similar responsibilities
Superior oral and written communication skills
Proficiency with Microsoft Office applications and ability to work in a technology driven work environment.