Offer description

Introduction

All functions, duties and responsibilities of the Personal Assistant to provide administrative support to the Divisional CEO.

Duties & Responsibilities

RESPONSIBILITIES/ACCOUNTABILITIES

General Administration & support related duties including but not limited to:

Manage the DCEO’s electronic diary & meeting schedules.

Accurately co-ordinate management meetings, compile and circulate agenda’s and meeting packs and follow up on actions points arising from meetings; Secretarial support for meetings as and when required by the DCEO, including drafting and circulating meeting packs, preparing and distributing minutes and action points, communicating meeting reminders, confirming venues and arranging refreshments.

Communicates with the general staff on the DCEO’s behalf and coordinates logistics with high level meetings both internally and externally. Coordinates meetings and strategic activities with the Divisional Executive Team.

Creating purchase requisitions for stationery and office supplies.

Goods receipts of supplier Invoices – GRN’s

Preparing correspondence on the DCEO's behalf.

Maintenance of statutory records and assist with electronic filling and all other forms of filing as required.

Liaising with ACTOM employees both within HVE & externally and other stakeholders.

Liaising with customers and arranging business meetings.

Taking & finalising minutes of meetings for submission.

Drafting and writing high quality reports, presentations, creating spreadsheets, charts and maintain databases as required by the DCEO.

Planning, organizing, and managing events (conferences; customer days etc)

Draft reports, letters, proposals; prepare and coordinates oral and written communication with stakeholders

Managing the expenses on the business credit card. Monthly reconciliations and submissions.

Submit leave applications for approval and keep all records of approved leave and leave taken.

Prepare all business related expense claims for approval.

Travelling Arrangements

Organizing local and international travelling and preparing complex travel itineraries.

Completion and submission of travel requisition for approval. Filing of the approved travel requisitions.

Liaise with travel agents.

Administration of flights, car hire and accommodation bookings for the executive team.

Raising travel requisition for departmental business travel with the Procurement office.

Maintaining travel records & reconciliation of the business card travel expenses.

Follow up on outstanding invoices with travel Agents on flight, car hire & accommodation booked.

Confidentiality

Maintain confidentiality of all correspondence, minutes of executive meetings, DCEO’s email correspondence and other confidential information.

Maintain confidentiality on all HQ correspondence and information.

Ensure that all confidential/classified documents are stored safely and in secured lockable storage or password protected electronic storage.

Ensure that all personal information of the executive team is handled confidentially and only provided when authorised to do so.

All confidential customer information, correspondence is released/provided when authorised to do so by the DCEO.

Adhoc reasonable administration duties as and when requested.

Desired Experience & Qualification

QUALIFICATIONS/EXPERIENCE REQUISITES (MIN)

National Diploma/Degree in Business Administration or similar.

Minimum 5-10 years of experience handling and managing administration office /Executive Assistant.

Excellent computer literacy: MS Office (Excel, Word, PowerPoint) - Proficiency in Excel with combined analysis of monthly reporting is a must.

Ability to act with tact, discretion and confidentiality.

Excellent communication skills; verbal and written

Excellent planning, organisational and time management skills

Requirements

• Minimum education level: Diploma /Bachelor's/ N6
• 3 years of experience
• Language(s): English
• Availability to travel: No
• Availability of change of residence: No

More than 30 days ago

About NEXT BIOMETRICS

NEXT Biometrics provides a wide variety of biometric hardware to suit the varying industry requirements and working environments. Our biometrics range from various Fingerprint options to Facial devices. We are also at the forefront of SmartPhone App development.

Our cloud modules cater to basic Attendance needs, through to advanced Time and Attendance, Leave management, Access Control and Job Costing. Our software has been fine-tuned to cater for the various industry requirements, as ...

NEXT Biometrics provides a wide variety of biometric hardware to suit the varying industry requirements and working environments. Our biometrics range from various Fingerprint options to Facial devices. We are also at the forefront of SmartPhone App development.

Our cloud modules cater to basic Attendance needs, through to advanced Time and Attendance, Leave management, Access Control and Job Costing. Our software has been fine-tuned to cater for the various industry requirements, as well as client needs.

Our development team is continuously improving our current systems, developing new solutions, as well as providing Bespoke solutions for the growing need to incorporate biometrics in more applications.