ESSENTIAL DUTIES RESPONSIBILITIES1. Manage the daily administrative functions of the office to keep the MD informed and focused on priority issues this includes managing the timelines for upcoming projects issues and reports ensuring that the MD is appraised of upcoming deadlines2.
Minimize the impact of the MDs absence by independently responding to requests directly managing his upcoming schedule and interacting with Heads of Departments as required3.
Represent the MDs office with a wide range of external contacts. This involves receiving visitors answering inquiries writing reports and responses.
4. Manage and maintain effective office procedures and efficient workflow5. Handle a wide range of confidential information and screen requests for information and being sensitive to whom and in what form information can be released6.
Prepare a range of management reports and executive correspondence including daily weekly and monthly reports and standard replies and letters for signature.
7. Sort read and annotate incoming mails and documents and determine priorities for action by the MD or relevant departments and follow through by forwarding and corresponding with departments for their action8.
Follow up with department managers to ensure agreed activities are completed on time9. Coordinate and manage diary travel lodging transport and meeting requests10.
Devise and maintain office systems to efficiently deal with the paper flow.11. Schedule the MDs appointments maintain his calendar and make alternative arrangements for canceled or interrupted appointments12.
Carry out any other tasks as delegated by the MD.13. Attend meetings and ensure meeting minutes are done and communicated to the MD as well as the attendees when required14.
Gather different reports sum them up and consolidate them in dashboards to submit to the MD to monitor the entire scope of activities