Job Purpose :
To provide administrative support to the teamby handling information requests and performing functions such as preparing correspondence, receiving visitors, arranging conference calls, meetings and recording minutesof meetings.
Duties & Responsibilities :
Prepares, files and retrieves reports, memos, meeting minutes, letters, presentations, charts and other documents using word processing, spreadsheet, database, or presentation software
Opens, sorts, and distributes incoming correspondence, including faxes and emails
Reads and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution
Manages calendar requiring interaction with both internal and external executives and assistants; as well as consultants, to coordinate a variety of complex executive meetings
Answers phones and direct all incoming calls to appropriate party promptly and efficiently
Communicates and handles incoming and outgoing electronic communications on behalf of the Executive Management
Support in preparation of Minutes of Meeting
Keeps a track on all of the documents and spreadsheets that the executive prepares
Has authority to use proxy arrangement on internal mail system and telephone lines for limited purposes.
The job holder is accountable to provide administrative assistance and support to the team by acting as focal point for general communications in and out of the department, maintaining schedules and arranging meetings, preparing presentations, executive summary etc.
to ensure smooth functioning of the department.