Job description

• Provide secretarial support to Global Head and assist in management of day-to-day affairs of his office and carrying out his job assignments efficiently. 

  
  
• Provide support and help to Unit Manager and staff for various assignments

• Completes range of secretarial jobs for Division Head’s office including correspondence, calendar management & maintenance of documents/files.

  
  

• Manages diary, arranging & prioritizing appointments, conferences, and other events.

  
  

• Arranges all internal and external meetings convened by Division Head including scheduling, notifying participants and recording the minutes.

  
  

• Performs administrative duties such as screening calls and receiving/directing visitors.

  
  

• Books and manages meeting rooms.

  
  

• Attends to a variety of administrative details such as keeping informed of departmental/division activities, transmitting information, developing, implementing and interpreting policies and procedures, and monitoring day-to-day operations for the office.

  
  

• Prepares correspondence, reports, forms, vouchers, work orders and specialized documents related to the organizational unit to which are assigned from drafts, notes, brief instructions, corrected copy, dictated tapes, proof reads materials for accuracy, completeness and compliance with departmental policies.

  
  

• Responsible for miscellaneous assignments such as dispatching mail, distribution of circulars and taking care of the stationary items.

  
  

• Reminds Division Head on pending tasks/activities as required.

  
  

• Manages itineraries, organizes and coordinates travel arrangements

  
  

• Maintains and updates Organizational Charts

  
  

• Ensures timely submission of expense reimbursements

  
  

• Creates and maintains data base and spread sheet files/trackers.

  
  

• Supports HR, Admin and Finance teams in coordinating various employee events.

  
  

• Manages and coordinates IMF and SIBOS meetings, itineraries and logistics