Duties & Responsibilities include:
- Maintain complex diary management, both business and personal, for the Executive Director and wider team
- Organise overseas trips and create detailed travel itineraries
- Ensure that correspondence received via electronic mail, postage mail and by any other means, is attended to on a daily basis
- Answering telephone calls in a timely and professional manner, taking clear and detailed messages, and screening of telephone calls on behalf of the ED
- Organising meetings, including booking venues, ordering refreshments and minute-taking
- Meet and greet visitors, and ensure that refreshments are pre-organised as shall be directed when so required
- Processing of expenses
- Ad-hoc personal errands for the Executive director
- Management of miscellaneous issues
- Readiness to be contacted out of office hours, within reason via mobile phone provided by the Employer
- Occasionally covering reception duties if and when necessaryHandling confidential matters with discretion
- Coordinate the day-to-day administrative operations of the office
- Maintain a proper filing system
- Carry out proofreading responsibilities
- Maintain a professional task list and ensure prioritisation of work is properly supported
- Attend meetings and other activities as shall be required.
- Assist in the process of planning and/or organising events as shall be directed.
- Keep schedule of activities and follow-up on progress of such activities. Maintain action plan and provide the ED with up-to-date information and draw-up reports accordingly.
- Generate reports from the Company’s management information system as shall be directed by the ED
- Assisting brand managers during promotional periods and launches (artwork, printing, binding, promotional packs)
- Issuing orders for online orders
- Issuing orders for staff
- Liaise with HR Department about HR matters
- Maintain accurate records of Company vehicles, mobile phones, fuel keys, etc. including employee authorised limits. Maintain track of any changes and liaise with HR Department
- Responsible for promoter’s schedules, including collating their monthly hours and commissions due and forwarding this to HR; and liaising with brand managers
- Keeping a record of promoter’s sales reports and analysing data
- Ensure compliance with all Company policies and procedures, and legislative matters and when in doubt seek advice from superiors
- Communicate any information you feel relevant with the ED and the Management in general
- Related experience in Office Management and/or PA duties
- Digitally Literate, knowledge of Microsoft Office Suite
- Strong communication and organisational skills
- Flexible and adaptable to a changing environment