About this role
OFFICE MANAGEMENT RESPONSIBILITIES
- Manage the Day-to-day administration, schedules, meeting diaries.
- Coordinates calendar, meetings (virtual and face-to-face) and travel arrangements.
- Update calendar daily and print every two (2) days
- Design, plan and execute special events.
- Interact professionally with all business stakeholders and support processes and activities to ensure the efficient completion of tasks and deadlines are met.
- Compile and issue reports and documents for meetings.
- Collaborate with stakeholders to ensure attendees are adequately prepared for meetings.
- Ability to manage multiple tasks simultaneously with timely follow-up, and meeting deadlines with shifting priorities.
- Provide daily updates and metrics reports on projects and activities.
- Maintain office services by organizing operations and procedures to ensure the efficient delivery of correspondence and transportation as required.
- Manage social media updates
- Fill-in for executive assistants as required
- Effectively and confidentially manage all related administrative functions including:
Taking and filtering phone calls;
- Printing and binding documents
- Receiving board reports
- Coordinate and schedule conference calls, video conferences and meetings;
- Maintain and update electronic diary and print weekly updates
- Arrange daily lunches
- Compiling and disseminating business and private correspondence;
- Compiling minutes and following up on required actions;
- Maintaining electronic and paper records management; filing at General Accident
- Submit receipts / invoices for reimbursement;
- Manage credit card reimbursements and payments, including yacht club
- Assist in successfully implementing special programs;
- Ensure the Executive Vice Charman’s laptop is backed up and the Personal IT application is operational
- Ensure all activities align with standard business policies and procedures
- Send official documents by courier as required coordinate and distribute official documents for signature by Directors on and off site
- Manage electronic signature (written approval to be sought, received and logged)
- Send official documents by courier as required
- Manage petty cash; disperse cash, ensure receipts are collected and balance weekly float
- Coordinate weekly cash for the Executive Vice Chairman and other directors are required
- Compile documents for annual tax payments
- Ensure local and international health insurance premiums are paid and submit claims for processing for the Executive Vice Chairman and his family