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