CIMF Office Manager

Role Purpose:

Provides secretarial duties to CIMF MD & team and supports operations by maintaining complex secretarial and administrative responsibilities

Role Responsibilities (including but not limited to):

• Organizes, plans, and coordinates meetings with internal/external stakeholders.
• Reviews and screens of incoming correspondence prepare outgoing correspondence, and process documents as required.
• Ensures all telephone call queries are dealt with in a timely and efficient manner, including handling and forwarding queries.
• Carries out the entire secretarial work required in an efficient manner.
• Handles email prioritization, follows up on pending matters and coordinates with the concerned people to get the tasks accomplished.
• Acts as a liaison between Mortgage and all CI Capital departments.

Qualifications:

• Relevant University Degree preferably

Experience:

• Not less than 3 years of experience in secretarial or administrative work

Job-Specific Skills:

• Experienced with highly confidential information.
• High attention to detail.
• Strong problem-solving ability.
• Positive, service-oriented attitude.

Core Competencies:

Initiative & Problem Solving:

• Makes suggestions to improve quality to work processes
• Is open to new ideas and asks questions to confirm understanding
• Willingly puts in extra time and effort in crisis situations; goes the “extra mile” to ensure the goal is met

Adaptability & Flexibility:

• Responds positively to change, trying new ways to accomplish goals and solve problems
• Demonstrates openness to changing work priorities and deadlines
• Seeks the opinions and experiences of others to understand different approaches to work
• Adapts own behavior to meet the needs of different people and circumstances

Working with Others:

• Treats others with courtesy and respect regardless of work pressures
• Supports colleagues when they are under pressure
• Recognizes impact of own self on the overall team performance and actively seeks to engage with them
• Builds rapport quickly with people at all levels and from different backgrounds

Effective Communication:

• Shares information and knowledge
• Updates colleagues and supervisors on project/task status
• Listens to understand, seeks input from others and clarification where necessary

Job Specific Competencies:

Administrative Skills:

• First point of contact between manager and others to ensure good communication and image
• Can deal confidently with a wide range of people
• Follow manager’s instructions to compile briefs and obtain any other information required, through having reasonable knowledge of the business
• Is aware of the need for confidentiality in dealing with aspects of the manager’s business

Diary & Travel Management:

• Manages and records manager’s time commitments through use of MS Outlook and other diary management systems
• Arranges business related travel and accommodation, ensuring best value for money within Departmental and local guidelines