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Job Description
JOB PURPOSE |
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To provide executive, administrative, and clerical support and services to the office of the Chairman, covering a range of activities including managing correspondence, arranging meetings, booking travel arrangements, preparing office documents, etc. |
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KEY ACCOUNTABILITIES |
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DESCRIPTION |
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Administrative Services § Provide a range of administrative assistance services to the Chairman, including calendar management, mail management, drafting of routine correspondence, responding to telephone calls, etc. § Develop and update Chairman Office documents, such as invoices, reports, memos, office guides and procedures, phone and mailing lists, etc., by conducting relevant research and collecting data from various tools and sources. § Assist with formatting, editing, proofreading documents and publications for the Chairman’s consumption. § Establish and maintain effective record management and document retrieval processes, allowing easy accessibility of information to the Chairman. § Ensure that sensitive and confidential information is managed appropriately, by setting appropriate controls for access, securing confidential documents in locked cabinets, and using specific waste bins and shredders to dispose information. § Manage operation and maintenance of office equipment by completing preventive maintenance requirements; calling for repairs, maintaining equipment inventories and evaluating new equipment for purchase. § Maintain appropriate inventory of office supplies, by regularly checking stock levels, anticipating needed supplies, placing and expediting orders for supplies, and verifying receipt of supplies. § Support in coordinating travel arrangements and schedules for the Chairman to ensure accurate, timely and comfortable business travel. |
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Executive Assistance and Meeting Management Support § Organize business travel for the Chairman, including making flight and hotel bookings, submitting visa applications, and managing expense claims. § Assist in the organization of meetings being attended by the Chairman, including managing room reservations, making catering arrangements, preparing and maintaining participant lists, and preparing required meeting materials. |
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Policies, Systems, Processes, Procedures, Standards and Reports § Follow all relevant functional policies, processes, standard operating procedures and instructions to ensure that work is carried out in a controlled and consistent manner. § Assist in the preparation of timely and accurate reports and functional deliverables to meet the functional requirements in order to achieve the desired efficiency and performance excellence. |
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Related Tasks § Perform any other related tasks and duties as directed. |
Technical Competencies
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TECHNICAL COMPETENCIES |
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§ Protocols – Proficient § Relationship Management – Proficient § Reports – Advanced § Writing & Reviewing Documents – Advanced § Organizing & Scheduling – Advanced § Archiving & Documentation– Advanced § Data Collection & Analysis – Proficient § Presentation Design – Proficient |
Education
Administration, office management, or any other related fields