Job Description

To provide an efficient and responsive administrative, organizational, and logistical service to the managers, helping them to manage and prioritize their time. You will be responsible for providing full secretarial assistance to the management team during absences to ensure a high level of service is maintained. This position will be of key importance within the organization and the successful candidate must have previous secretarial and administrative experience within a fast-paced customer facing environment. You will be able to demonstrate the ability to effectively plan and organize your workload and the initiative to resolve issues quickly in an appropriate manner. Main duties: • Manage and maintain the diary and email account. • Filter emails, highlight urgent correspondence and print attachments. • Organize inbound emails into the appropriate folders and any relevant information to be copied into the correct file on the hard drive. • Respond to emails as much as possible, dealing with appointments, etc. • Ensure busy diary commitments, papers and travel arrangements are managed effectively including producing a daily folder with diary, necessary papers etc. and troubleshooting problems. • Conduct weekly diary meetings with the managers to discuss upcoming engagements, invitations and other requests. • Schedule on behalf of the managers meetings between them and their direct reports and the committees and groups to which they are members. • Coordinate travel and accommodation requirements in connection with others and ensure arrangements in place for the managers to match their requirements. • Filter general information, queries, phone calls and invitations to the managers by redirecting or taking forward such contact as appropriate. • Ensure the managers are fully briefed on, or prepared for, any engagements he is involved in. • Keep and maintain an accurate record of papers and electronic correspondence on behalf of the managers. • Prepare correspondence on behalf of the managers, including the drafting of general replies. • Prepare minute general meetings as required and complete research on behalf of the managers. • Keep and retrieve files. • Ensure guests meeting with the managers are well taken care of. • Provide a service that is in line with the managers work habits and preferences. • To attend supervision, training and meetings as and when required. You may be required to perform other ad-hoc tasks around the office that may be deemed necessary.