The role is generalist in nature with a strong emphasis on managing office operations, including facilities related activities, supporting senior managers, scheduling appointments, planning meetings, and performing various administrative tasks.

To provide key high level administrative and coordination support to the Executives of clients group companies. The role is generalist in nature with a strong emphasis on managing office operations, including facilities related activities, supporting senior managers, scheduling appointments, planning meetings, and performing various administrative tasks. 

Roles & responsibilities:

• • Support senior executives with daily clerical tasks
  • Plan meetings and take detailed minutes
  • Manage phone calls and provide relevant information
  • Schedule appointments, update calendars, and make travel arrangements for members of the executive
  • Compose and type regular correspondence and letters
  • Develop and maintain a filing system
  • Create spreadsheets and presentations
  • Greet and provide general support to visitors
  • Develop, implement and improve office policies and procedures
  • Respond to and resolve complex enquiries and issues to ensure the provision of accurate information, and the timely and effective resolution of issues 
  • Coordinate and manage records and databases, complying with administrative systems, processes and policies, to ensure that all information is accurate, stored correctly and accessible 
  • Develop, implement and monitor office systems, procedures and methods, adapting processes and techniques as required, to facilitate efficient office operations in line with client’s standards, policies and procedures 
  • Gather and collate information for, and prepare documentation and reports for Monthly Managers meeting
  • Supervises the office receptionist and assign duties accordingly.
  • Maintains physical office  space, ensuring a safe, clean, and functional environment with the assistance of the HSEQ Manager.
  • Receives, manages, and processes work order requests; ensures problems are resolved quickly. Acts as liaison between employees and any outside contractors needed to resolve specialized problems.

 
Performance Measure
 
Performance will be reviewed both formally and informally at regular intervals against objectives set during the appraisal process. This will also include feedback from internal customers.  

Qualifications and experience

 
Professional experience working within a senior administrative capacity with at least 5 years’ experience. Must have a 1st degree in Business Administration/ management or equivalent qualification.
The post holder must be able to supply proven work experience as a senior administrator or executive administrative assistant and should have an in-depth understanding of office management and daily operations.
Hands on experience with MS Office and working knowledge of office equipment, like printers and fax machines would be required along with excellent verbal, written communication skills and strong organizational and timemanagement skills.
A huge dose of common sense therefore is required from the job holder who will have a strong personality and be able to take challenging situations in their stride.
A strong set of personal values which match those of the organisation and the vision of the business are essential.

 Core Competencies 

1. Communication - Excellent communication and interpersonal skills, you will be able to build strong working relationships with all levels and be able to to influencing and collaborating with others the ease.
2. Customer Focus - A commitment to providing a good customer service.
3. Personal Integrity - Builds trust and respect and maintains standards of honesty and integrity.
4. Team Working - Ability to work within a team and on own initiative.
5. Reliability - Takes responsibility for personal performance.
6. Results Orientation - Striving to improve or meet a standard of excellence.
7. Commitment to Safety - Takes responsibility for both their own safety and that of their colleagues.

Initiative and Creativity

Plans work and carries out tasks without detailed instructions; makes constructive suggestions; prepares for problems or opportunities in advance; undertakes additional responsibilities; responds to situations as they arise with minimal supervision; creates novel solutions to problems; evaluates new technology as potential solutions to problems.