In consultation with the Managing Director the role is responsible for but not limited to the following:
Administrative Support
- Manage the Managing Director’s calendar, including meetings, appointments, and travel logistics
- Draft, edit, and proofread executive correspondence, reports, presentations, and related documents
- Support recruitment activities for junior administrative staff (e.g. temporary hires) and assist in contract renewals and data compilation
- Maintain well-organized electronic and physical filing systems for easy document retrieval
Communication
- Screen and route incoming calls, emails, and correspondence to appropriate departments
- Liaise professionally with internal departments, stakeholders, and external partners on behalf of the Managing Director
- Assist in formatting and editing of Board papers and ensure timely secretarial support for meetings
- Prepare and distribute accurate meeting minutes and track follow-up actions
Office Management
- Monitor and maintain office supplies and equipment for the executive office
- Ensure administrative staff are equipped with necessary resources (stationery, equipment, etc.)
- Coordinate logistics for executive meetings, events, and conferences
- Oversee quarterly performance appraisals for administrative staff
- Ensure expenditure on supplies and office needs are within the approved budget
Confidentiality and Discretion
- Handle and store confidential documents securely
- Maintain strict confidentiality in all dealings with executives and sensitive company information
Reporting and Coordination
- Prepare reports, presentations, briefing notes, and related materials
- Track action items and ensure timely completion of follow-ups
- Assist in compiling data for budgets, forecasts, and periodic reports
- Perform any other duties as assigned by the Supervisor
