Key roles and responsibilities:

• Provide a complete secretarial and administrative support function
• Support the activities of the senior management in the business unit to ensure smooth operation and achievement of business unit objectives
• Manage and co-ordinate electronic diary and schedule commitments to ensure maximisation of the manager’s time efficiency, including the management of travel itineraries for domestic and international travel
• Update project schedules and status as and when required
• Assign and monitor clerical and administrative function and ensure the preparation of the relevant staff schedules for the business unit
• Design and implement office policies and establish the required standard and procedures relating to office operations and procedures
• Plan and implement office systems, layout and equipment
• Record, produce and distribute minutes of management meetings
• Follow up on outstanding meeting items
• Prepare the meeting agenda, arranging all meeting logistics and facilities as required
• Draft letters and correspondence and prepare reports and statistical information ensuring distribution to the relevant internal stakeholders
• Maintain the flow of information to colleagues as required
• Process incoming and outgoing mail and facsimile, sorting and distributing to the relevant individuals
• Design the relevant filing systems and related procedures for record retention
• Maintain and update files, managing hard copy and electronic files and records and maintaining an adequate filing system
• Maintain office supply inventory and other additional supplies as needed
• Ensure the efficient operation of office equipment by arranging for routine and necessary maintenance
• Review and approve supply requisitions and maintain and replenish inventory and ensure that stock is checked to determine inventory levels
• Prepare, complete and distribute the relevant management reports
• Prepare and create professional presentations, spreadsheets and databases in line with requirements
• Answer and screen telephone calls and respond to and resolve any queries or escalate more complex queries to the relevant individual

Requirements

Knowledge, skills and attributes

• Ability to build a cohesive team and to manage people effectively
• Ability to coach and develop the team
• Strong communication skills, including the ability to be influential and persuasive with stakeholders
• Ability to establish and maintain good working with stakeholders
• A high degree of accuracy and attention to detail
• Excellent planning and organisation skills
• Knowledge of accounting processes and procedures
• Outstanding problem analysis and solving skills
• Ability to work under pressure
• Ability to meet deadlines
• Ability to prioritise workload in a fast-paced environment
• Excellent verbal and written communication skills
• Proven time management skills
• Ability to multitask and work independently
• Displays exceptional mathematical skills
• Ability to produce a high quality of work
• Demonstrate high ethics and adherence to company values
• Ability to prioritise and manage expectations
• Display good analytical and reasoning skills
• Ability to interpret processes, policies, financial and legal documents

Academic qualifications and certifications:

• Bachelor’s degree in Business Administration or equivalent

Experience required:

• Relevant working experience in similar position
• Relevant working experience in a related environment
• Strong experience dealing with internal and external stakeholders
• Proven experience managing people