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Key Responsibilities

1. Office Administration
   • Handle general office tasks such as filing, data entry, and document preparation.
   • Ensure the department runs smoothly by performing ad-hoc administrative duties as required.
   • Order and maintain a detailed list of office stationery, and refreshments as needed.
2. Calendar & Schedule Management
   • Assist with scheduling and managing the Board and Exco Members' appointments, meetings, and events.
   • Distribute and take minutes of the weekly HoD Meeting.
   • Coordinate internal and external meetings, ensuring all necessary arrangements are made (e.g., meeting rooms, sound, food)
   • Keep track of deadlines and commitments, ensuring the Holdings EXCO members are informed and prepared.
3. Travel Arrangements
   • Organise travel logistics, including booking flights, accommodation, and transportation.
   • Ensure all travel arrangements align with the department’s objectives and the Exco Members' preferences.
   • Prepare detailed itineraries and handle any changes or cancellations as needed.
4. Communication
   • Act as the first point of contact for internal and external communications, including emails and phone calls.
   • Draft and proofread correspondence on behalf of the Exco Members.
   • Ensure timely and professional responses to inquiries.
5. Miscellaneous Tasks
   • Support the team with administrative tasks during peak periods or project deadlines.
   • Prepared to stand in for the current receptionist when needed.
   • Assist with preparing Board Meeting documents.

 

Minimum Requirements

• Education:  Diploma or Degree in Office Management or a related field. Individuals currently pursuing higher education are also encouraged to apply.
• Experience: 2-3 years of previous experience in an administrative role, particularly in supporting senior management.
• Skills:
  • Proficiency in office suites (e.g., Microsoft Office, Google Workspace).
  • Excellent organisational and time-management skills, with the ability to manage multiple tasks and priorities.
  • Fluent in English, both written and spoken.
  • Strong communication skills, with the ability to interact effectively with colleagues and external contacts.
  • Professional Conduct.
  • A valid Code B Driver's Licence.
• Personal Attributes:
  • High attention to detail.
  • Proactive and able to work independently.
  • Discretion and professionalism when handling confidential information.
  • Team Collaboration.

 

Working Conditions

• Full-time, office-based role.
• Reporting to the Group Finance Director

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