Admin Assistant / Coordinator

KEY ACCOUNTABILITIES:

• Provide complete office management and administrative service to facilitate the smooth functioning of the offices/departments/business units’ processes and allow leadership teams to concentrate on mainstream activities.
• Observe confidentiality procedures and register and track accountable documentation to ensure security and control.
• Provide time management / diary service to ensure Executives are able to attend all key meetings at the appointed times with all relevant documents needed for the meeting to facilitate achievement of business objectives.
• Arrange meetings requested by leadership teams. Prepare minutes of meetings as and when required.
• Provide efficient personal assistance and correspondence, routing correspondence as necessary and taking initiative in drafting replies, where appropriate, to ensure that all communications are dealt with appropriately.
• Act as the first point of contact for both internal and external parties; ensure proper screening of requests to manage competing priorities effectively
• Prepare and compile papers / documentation, including project and departmental related reports, presentations and documents, ensuring they are completed and prepared in time for meetings and discussions.
• Handle the group’s business travel arrangements ensuring timely availability of all required logistical services to achieve customer satisfaction.
• Manage incoming and outgoing calls; accordingly, provide necessary response/action to requirements/queries etc.
• Assist in the preparation of group/employee engagement activities/initiatives. Participate/take the lead in the organization and coordination of public and private events and functions ensuring adherence to corporate brand values and guidelines.
• Review, develop and improve established workflow processes and systems related to office administration to enable smooth running of the office in compliance with corporate guidelines.
• Perform other similar or related and ad hoc duties as required or assigned by the Line Manager.