Main Tasks and Responsibilities Manage the day-to-day office tasks of the Managing Director & General ManagerPrepare 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 & General Manager 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 Managing Director & General Manager 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 the Managing Director and General ManagerPrepare monthly expense reports for Managing Director & General ManagerPrioritize and manage multiple projects simultaneously and follow through on issues in a timely manner.Load payments for release.The Employee requires these skills and experience in order for it to carry out its business.Ensure the Managing Directors & General Manager’s diaries are optimally managed for internal and external responsibilities and dutiesLiaise with other stakeholders to coordinate various meetings Schedule meetings for Managing Director and General Manager to meet with direct reports and their teams at intervals as agreed. Provide confidential secretarial support to the Managing Director and General Manager.Recording and typing agendas, minutes, memos, letters, reports and presentations for the Managing Director and General Manager 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. Travel Arrangements - Responsible for making travel arrangements for the Managing Director by:Liaising with people and companies to be visited to arrange suitable dates and venues.Arrange flights tickets, accommodation, car hire etc.Trip planning and Prepare detailed itineraries
