Secretary To Business Head

Secretary to Business Head (Admin)

Division:

Key Result Areas:

1. Manage Business Heads office

2. Administrative Support

3. Communication

4. Travel & Logistics

5. Meeting Coordination

6. Document & Information Management

7. Financial Support

8. Stakeholder Relations

9. Project & Operational Support

10. Confidentiality

1.

• Manage office and administrational activities related to Business Head’s office
• Organize meetings and manage business calendar for Business Head
• Ensure good housekeeping and 5S implementation at office
• Adherence to safety, standards and compliances in the business

2.

• Manage and organize complex schedules, appointments, and calendars for the VP, anticipating needs and managing conflicting priorities.
• Proper functioning and maintenance of office equipment
• Assist in organizing functions or programmes
• Manage pantry area and activities pertaining to vending machine, stock levels etc.

3.

• Handle all correspondence, phone calls, and emails, acting as a primary point of contact and filtering information for the VP.

4.

• Plan and coordinate all aspects of business travel, including booking flights, accommodations, and preparing itineraries.

5.

• Organize, schedule, and prepare materials for internal and external meetings, conferences, and teleconferences, ensuring all logistical arrangements are in place.

6.

• Draft, compile, edit, and organize various documents, reports, presentations, and sensitive information.
• MIS Report generation

7.

• Manage and process expense reports and invoices and track departmental budgets.

8.

• Serve as a primary liaison between the VP, department staff, other internal departments, and external stakeholders.

9.

• Assist with special projects, conduct research, gather operational metrics, monitor key milestones, and provide support for various ad-hoc tasks.

10.

• Handle all company and personnel matters with the utmost discretion and confidentiality.

Qualifications Required:

Work Experience Required:

Required Skills:

• Proven experience in an administrative or executive assistant role.
• Exceptional organizational and time management skills.
• Strong written and verbal communication skills.
• Proficiency with office software, online calendars, cloud systems, and databases.
• Ability to work independently, exercise sound judgment, and prioritize effectively.
• High level of discretion and ability to maintain confidentiality.
• A strategic mindset to proactively identify and resolve issues.

Behavioural Competencies Required:

• Analytical Ability
• Customer Centricity
• Effective Communication

Functional/Technical Competencies Required: