Office Manager
1 week ago
Job Title:
Personal Assistant
Approval:
Date:
Purpose of the Job:
Performs a wide variety of secretarial and general administrative duties for Chief Operating Officer.
This includes greeting guests, facilitating hospitality, typing usually in English, filing, mail distribution and scheduling of appointments, meetings & travel plans.
Generates key reports or confidential documents.Maintains confidential document files with due regard to content. Acts as a mentor, develops and support all the secretaries/administrative assistants in BICC, raising standards of performance.
- Key Activity and Tasks
2.2 Establishes codes and maintains efficient records/filing systems for all incoming and outgoing correspondences and documents. Ensures the custody of confidential papers and documents of importance to the COO's activities.
2.3 Takes dictation and types a variety of technical or non-technical correspondence in English.
Always ensures, that discretion is exercised over the dispatch and circulation of items and over the security of copies or originals.
2.4 Monitors, regardless of origin, all documents for external distribution which require the COO's signature.Proofreads and edits where necessary to ensure the acceptability and correctness.
2.5 Carries out receptionist duties for COO's Office includes maintaining a diary and arranging meetings and appointments, preparing schedules, and arranging accommodation, transport and other details for overseas visitors, screening and directing other visitors, answering personal telephone enquiries and briefing supervisor on their nature.
Submittals for the Board, Executive & Management Meetings.
2.7 Coordinates the preparation and dispatch of technical and non-technical reports.
Includes recording due dates, drafting and typing routine covering letters and memos, ensuring timely dispatch and compilation of certain data of an administrative, financial, or technical nature.
2.8 Collaborate with Human Capital Department concerning master leave plan.2.9 Prepare arrangements for conference room meetings and make agendas and attend to take minutes as required. Prepares and distributes notes/minutes of the meetings.
2.10 Undertakes similar or related duties and generated Ad Hoc requests as requested by the Chief Operating
Officer. Such as making travel reservations and arrangements for staff, preparing various material requests.
2.11 Undertakes similar or related duties and generated Ad Hoc requests as requested by the Executive &
Management Committee of BICC.
2.12 Work out Draft MOU with Contractors and business partners.
2.13 Attend any Board Meetings for subsidiary company as requested by Chief Operating Officer
1 | P a g e
2.14 Flexible for relocation and shall be required to travel overseas with the Chief Operating Officer as and when required.
- Independence & Accountability
Daily, routine contacts up to Senior Manager Level in BICC and with telephone callers to coordinate work, schedule meetings or appointments and receive or provide information.
- Physical Effort & Work Conditions
- Supervision
- Education & Experience a
Education:
Completion of secondary (12 years) education, followed by 1 year's formal training in secretarial and office management practices (including an ability to type in English 40/50 wpm and take shorthand 90/100 wpm)
b Experience:
6-8 years secretarial experience including at least 4-5 years at a senior department level
c Skills:
Communication skills are required including further skills of coordinator, Research and attention to details, ability to accept challenges and logical problem solving d
Language:
An excellent knowledge of both written and spoken English is required. e. Extensive knowledge in Microsoft Office (Word, Excel, Powerpoint presentation)
Behavioural Competencies:
Analytical:
Using logical skills for the analysis of information from a wide variety of
- sources, including procedures, technical documents, reports, verbal advice, tactile
Administrative:
Manages the integration between tasks, procedures, people, information, resources, and bureaucratic requirements.
Conceptual:
Able to envisage the relationships between complex system
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