Main Tasks and Responsibilities Manage the day-to-day office tasks of the Managing DirectorPrepare background documents and outgoing mail as necessary.Monitor, screen, respond to and distribute incoming communicationsMaintain accurate calendars with an understanding of prioritizing important deliverablesAct as a liaison for the Managing Director for internal and external inquiriesParticipate in highly confidential meetings and provide accurate records, transcribe and distribute minutes of meeting.Review and summarize miscellaneous reports and documents.Assist MD to Draft high-level presentations, communications and documents using Word, Excel and PowerPointCollaborate with other team members to organize various corporate events. Manage and   maintain executives' schedules, appointments, and travel arrangements.Conduct research, collect, and analyze data to prepare reports and documents for Managing DirectorPrepare monthly expense reports for Managing DirectorPrioritize and manage multiple projects simultaneously and follow through on issues in a timely manner.Manage Head Office payroll (about 35 people).Load payments for release.Handle insurance claimsThe Employee requires these skills and experience in order for it to carry out its business.Ensure the MD’s diary is optimally managed for internal and external responsibilities and dutiesLiaise with other stakeholders to coordinate various meetings Schedule meetings for MD to meet with direct reports and their teams at intervals as agreed. Provide confidential secretarial support to the MD.Recording and typing agendas, minutes, memos, letters, reports and presentations for the MD when required.Responsible for answering, scanning and re-routing of telephone calls as well as setting up of telephone or video conferences.Responsible for scrutinizing, re-routing and answering of all incoming correspondence (mail and e-mail)Book venues for meetings and organizes refreshmentsEnsure database with contacts and telephone numbers and e-mail addresses is established and maintained.Support Executive with compliance to company policies and ensure Executive is kept abreast of policy changes.Scout and maintain an awareness of Executive’s portfolio and advise the Executive of information and or matters of interest such as conferences, seminars etc.Travel Arrangements - Responsible for making travel arrangements for the MD by:Liaising with people and companies to be visited to arrange suitable dates and venues.Arrange flights tickets, accommodation, car hire etc.Support the Executive with trip planning and¬ Prepare detailed itineraries for the ExecutiveThe above will also include travel for personal purposes such as commuting flights etc.
