JOB SUMMARY
DUTIES & RESPONSIBILITIES
- Schedules and organizes complex activities such as meetings, travel, conferences and department activities for all members of the department.
- Attend department meetings as required and compile minutes and action notes as required.
- Prepare general correspondences, memos, presentations, etc. Proofreads copy for spelling, grammar and layout, making appropriate changes. Responsible for accuracy and clarity of final copy.
- Prepare minute transcripts from meetings and disseminate as required.
- Screen incoming calls, handle inquiries and requests in a discreet and professional manner.
- Facilitate the approval of business travel requests including approvals for per diem in accordance with company policy.
- Process reservation requests for Medical representatives.
- Manage reservations for the executive boardroom and coordinate the set up for meetings inclusive of refreshments if required.
- Request purchase orders and process payments for invoices incurred by the department/company.
- Process travel reimbursements for employees as required on behalf of the department/company.
- Assist with quarterly stock taking exercises.
- Assist with managing contractor files, ensuring compliance with company policy.
- Assist with doing inventory checks as required.
- Assist with the administration of company liability and vehicle accident reporting and claim processing.
- Coordinate all executive team meetings and assist with the compilation of all essential board reports and weekly executive event reports.
- Conduct administrative duties on behalf of the executive staff.
- Provide assistance to the data administrator in all key areas.
- Monitor data integrity and formally notify appropriate personnel of the impairments.
- Prepare Powerpoint presentations for customer business development plans.
- Prepare daily, weekly, monthly, quarterly and annual reports for the General Manager and other stakeholders as required.
- Effectively communicate key insights via producing tables, charts, graphs, and presentations.
- Create and Constantly evolve analyses based on the needs of the business.
- Validate and query data while providing recommendations based on statistical analysis.
ACCOUNTABILITY
The Administrative Assistant is accountable to the General Manager for:
The Administrative Assistant is accountable to the General Manager for:
- Effective management of administrative duties for the Executive Staff
- Accurate preparation of reports submitted and consistent meeting of deadlines.
- Tertiary degree in Business Administration or related field
- Minimum three (3) years working in an administrative role.
- Excellent Time Management and Customer Service Skills.
- Must be computer literate and proficient in MS Office.
- Excellent written and oral communication.
- Ability to apply critical thinking and creativity.
- Detail oriented, pays keen attention to accuracy.
- Must be able to function independently and handle a variety of responsibilities under pressure.
- Independent judgment is required to plan, prioritize and organize diversified workload, recommends changes in office practices or procedures.
- Excellent communicator
- Analytical thinker
- Leadership
- Team oriented
- Performance driven
- Proficient in microsoft applications
- Strong verbal, and written communication skills
- Compliance with company SOPs and policies.
- Display a professional, acceptable attitude and image for all work associated with and undertaken on behalf of Facey Commodity Company Limited.
- External: Maintain a pleasant and professional communication with external individuals contacting the department at all time.
- Internal: Maintain a pleasant and professional relationship with our CEO, General Manager, Human Resource Manager and, Business Development & Marketing Manager.
Please apply a detailed resume to hr@seprod.com
