Admin Assistant/Secretary
Department: Administration
Key Accountabilities
Qualifications
Department: Administration
Direct Reporting Line:
Director
Job Purpose:
·
To offer full administrative support
to the Director and manage the office environment.
Key Accountabilities
Executive Assistant to Director
·
Manage, coordinate and maintain calendar
of the Director including appointments, meetings and travel.
·
Responsible for organizing of
internal and external meetings on behalf of the Director ensuring all necessary
requirements are made e.g. meeting venue, equipment, presentations, prepare agendas.
·
Provide executive and administrative
support to the Director.
·
Responsible for
organizing the Director travel
and logistics including
flights, visa requirements, hotel
accommodation, car rental, meeting schedules while travelling and completing
expenses.
·
Monitor and respond to incoming
communications (including complaints) to the Director’s office including phone
·
calls, emails and walk ins, ensuring
correct department distribution.
·
Secretarial support for meetings as
and when required by the Director, including drafting and circulating meeting
agendas, preparing minutes, communicating meeting reminders, confirming venues
and arranging refreshments. Writing and distributing comprehensive minutes and
action points to all members post meeting.
·
Drafting and writing high quality
reports and presentations, as required by the Director.
·
Communicating important updates and
information to Office/Schools as required by the Director
·
Structure the central calendar of
events.
·
Responsible for managing the
Director’s personal driver’s daily schedule in line with the Director’s daily
requirements.
·
Arrange Central Office and Senior
leadership events.
Responsibilities – Board Secretary
·
Act as Board Secretary for Board and
Committee meetings. This includes but is not limited to preparing meeting
agendas, recording meeting minutes, collating board reports and presentations.
·
Communicate meeting reminders and
board reports with relevant Board and Committee members including their
Assistants.
·
Confirm meeting venues, as well as
creating and distributing comprehensive minutes including board resolutions to all members post meeting.
Responsibilities – Office Manager
·
Work closely with HR and Central
Office staff to ensure that office policies and procedures are adhered to.
·
Manage cover for Central Office
during holiday periods ensuring appropriate cover at all times.
·
Line Manage administration and
support team in the Central Office
·
Carry out performance
appraisals of direct reports and arrange/
or make recommendations for professional development if
required
·
Manage the office environment and
overseeing general maintenance of the office; with the support of the Office
Assistant and Receptionist.
·
Manage applicable Office
Budget lines, including office expenses,
supplies, stationery, entertainment.
·
Responsible for management of Office
petty cash with the support of the Receptionist
Qualifications
·
University degree in Business
Administration or equivalent
·
Minimum 3 years’ experience as
Personal Assistant, Office Manager or similar role
Competencies:
·
Organisational, planning and
multi-tasking skills
·
Excellent Communication and
Interpersonal skills
·
Good team player
·
Problem analysis and problem-solving
skills
·
Judgment and decision-making ability
·
Initiative
·
Professionalism and confidentiality
·
Attention to detail and accuracy
·
Flexibility
Essential Attributes:
·
Calm character, able to prioritize
and ensure smooth execution of tasks
·
Fluency in English – spoken and
written
·
Strong attention to detail and
accuracy
·
Maintain high levels of
professionalism
·
Well organized with an understanding
of priorities and changing demands
·
Have a professional knowledge of
Microsoft Office programmes MS Office Word, Excel, PowerPoint and Internet
How to Apply
Applicants who meet the requirements
stated above should send their applications and detailed CVs with a day – time
telephone number to the email address: jobs1@hcsafrica.com with Admin Asst/Secretary to Director on the Subject line