Administration

Key DeliverablesEnsure that meeting are effectively organised and minutedMaintenance of effective records and administration Communication and correspondenceKey relationshipsInternal to organization: EmployeesExternal to organization: Government agencies, travel agencies, customer, vendorResponsibilitiesPrime Responsibilities:Secretarial tasks like word processing, audio and copy typing, letter writing, dealing with telephone and email enquiries, creating and maintaining filing systems, keeping diaries, arranging meetings and appointments and organizing travel for staff.Using a variety of software packages, such as Microsoft Word, Outlook, PowerPoint, Excel, Access, etc. to produce correspondence and documents and maintain presentations, records, spread sheets and databases;Devising and maintaining office systemsBooking rooms and conference facilitiesUsing content management systems to maintain and update websites and internal databasesAttending meetings, taking minutes and keeping notesManaging and maintaining budgets, as well as invoicingOrdering and maintaining stationery and equipmentSorting and distributing incoming post and organizing and sending outgoing postOrganizing and storing paperwork, documents and computer-based informationShared Cross-functionallyLiaising with staff in other departments and with external contactsLiaising with colleagues and external contacts to book travel and accommodationPhotocopying and printing various documents, sometimes on behalf of other colleaguesKey competencies – FunctionalNeed to haveExperience in managing diariesShort-hand and/or stenographyDraft letters and presentations independentlyExperience of maintaining filing systems Handle arrangements for appointments, meetings, travel and logistics