Documents and follows up all incoming and outgoing correspondences with various stakeholders to ensure proper documentation while maintaining confidentiality.Prepares/ types correspondences, forms, and reports required by the HOF to ensure all they are issued accurately and on time.Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics to fulfill work requirements.
Meetings:
Organizes and provides data as needed for conferences, meetings, and appointments to ensure all information is accurate and relevant.Schedules, updates, and prepares agendas for meetings, meeting minutes and distributes to participants to ensure actions are properly recorded and circulated.
Data Collection:
Monitors and collects information & data required by the HOF or the Department and coordinates with the respective team to ensure all relative information are accurate as per the requirement.
Calendar Management:
Arranges and schedules appointments, itineraries, travel plans for the HOF with internal and external stakeholders under his/ her supervision for effective calendar management.
Archiving & Maintaining effective records :
Sets up, organizes, and maintains the HOF?s both electronic/ physical files including references and subjects for easy tracking.
Work assignments:
Prepares presentations, business reviews, reports, and all other assignments requested by the manager to ensure smooth business running.
Business Support:
Provides support to the Function and the team by completing routine processes such as expense claims, leave plans, and system requests to facilitate the business transactions.
Office Supplies:
Maintains office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; and verifying receipt of supplies.
Visitors:
Receives phone calls, meets and greets internal/ external visitors, points them in the right direction, and answers inquiries to support a welcoming environment.
Legal Documents & References:
Keeps copies of legal documents, reference files, department policies and procedure up to date by adding current and deleting obsolete information.
Measures:
Data accuracy and confidentiality
Proper correspondence and arrangement of meetings
Proper handle of administrative and secretarial issue
Effective communication
Job contextResponsible for secretarial and administrative duties. Requires a good understanding of the Function?s procedures and practices.
