Overview
Provides senior level support to the Office Director by performing and overseeing a range of operational and administrative support services. The role ensures transparency in the application of rules and regulations, and evaluates and proposes solutions for improved operational support services.
Key Responsibilities
- Undertake and complete administrative and operational support services including general secretariat and administration support to the Director, office support as HR back-up, travel and logistics.
- Update and maintain the Director’s agenda, screen and schedule appointments.
- Coordinate requests from high-level visitors and establish briefing programmes.
- Receive visitors and respond to inquiries.
- Prepare, draft and finalize correspondences for the Director.
- Maintain up-to-date contact lists.
- Prepare and maintain the official travel plan of the Director, make travel and accommodation arrangements, coordinate visa and security requirements.
- Organize Director’s meetings and coordinate participation in external events.
- Take minutes and follow up on implementation of decisions.
- Attend and participate in internal and external meetings and workshops when requested.
- Provide translations of official correspondence/documents and interpretation for the Director.
- Organize and maintain efficient and up-to-date filing systems.
- Ensure Director’s activities are posted and updated on Office website and social media.
- Coordinate the preparation and timely provision of reports, briefing notes, documents and information.
- Perform other relevant duties as assigned by the Director.
Required Experience
- Minimum of six years of general administration and office support work experience, including providing various senior level support services.
- Experience of working with an enterprise resource planning (ERP) system.
Qualifications
- Completion of secondary school education.
- Training in an area related to general administration and office support.
