Job Detail

Job Description

1. Secretary

Provide full administrative and secretarial support at a senior level to the Director to ensure the smooth management day to day affairs. Handle sensitive and complex issues in a professional and objective manner. Take initiative as appropriate especially in the Director’s absence. 

Roles & Responsibility :

• Manage Director’s electronic diary, assessing priority of appointments and reallocation as necessary.
• Manage Director’s travel arrangements (including visas/accommodation).
• Process Director’s correspondence, ensuring that incoming correspondence is dealt with by the Director/or on behalf of the Director, or other staff as appropriate.
• Maintain Director’s office systems, including data management and filing. 
• Maintain records of Director’s contacts. 
• Screen calls, enquiries and requests, and deal with them when appropriate.
• Assist Director in researching and following up with action on matters which fall within the Director’s responsibility – chasing responses, triggering follow-up action.
• Produce documents, briefing papers, reports and presentations for the Director.
• Organise meetings and ensure that Director is well prepared for those meetings, preparing agendas, pre-meeting briefings and meeting papers. 
• Manage arrangements for Trustees’ and Sub-Committee meetings, including production/distribution of agenda and papers. 
• Meet and greet visitors at all levels of seniority.
• Supervise all trust incoming/outgoing mail. 
• Any other duties as may reasonably be required by the Director.

Skills Required :

1. Effective oral & written communication
2. Strategic thinking & Problem solving
3. Multitasking & familiar with MS-office.

Skills Required

• Report making
• Organise meetings
• Allocating Work
• Travel arrangements
• data management
• Ms-Office