Required Qualification:

• Executive Secretarial Diploma or relevant education up to the degree level.
• Substantial secretarial or administration relevant work experience in similar industry.
• Experienced Personal Assistant at senior management level.

Other Selection Criteria (skills, knowledge and experience):

• Ability to understand and interpret policies, regulations and procedures.
• Good IT skills; a high degree of competency and proficiency in the use of MS Office suite and email.
• Excellent organizational skills with an ability to work accurately, under pressure, paying close attention to detail, within tight deadlines and with complex workloads.
• Be able to take initiative and use judgement when problem solving.
• Ability to exercise personal responsibility and discretion when dealing with sensitive or confidential information
• Excellent interpersonal, written and verbal skills with a proven experience of communicating effectively and positively to different audiences.
• Be capable of operating within a team and independently as appropriate.
• Experience of electronic diary management.

Reports Directly to:

Managing Director

Position Summary:

The Secretary/PA will work closely with the Managing Director to provide secretarial and administrative support to the smooth running of his office. He/she will act as a secretary officer to all AKAM Nature Care staff in all aspects of their duties and responsibilities which includes, raising purchase orders, booking travel, accommodation, conferences, and courses, booking and managing meeting rooms, attending meetings, creating and distributing agendas and taking minutes.  He/she will also be the first point of contact for all external persons visiting the MD’s office and shall take initiative as appropriate especially in the Director’s absence.

KEY RESPONSIBILITIES:

As Executive Secretary

• Perform a wide variety of complex, sensitive, highly responsible, and confidential office administrative, secretarial, and programmatic support functions of assigned department.
• Plan and organize work activities; recommend improvements in work flow, procedures, and use of equipment and forms; implement improvements as approved; develop and revise office forms and report formats as required; organize and maintain filing systems.
• Draft and process a variety of documents and forms including reports, correspondence, memoranda, agenda items and reports, agreements, resolutions, technical and statistical charts and tables, and other specialized and technical materials from rough drafts, dictation, modified standard formats, and brief verbal instructions.
• Proofread, verify, and review materials, applications, records, and reports for accuracy, completeness, and conformance with established standards, regulations, policies, and procedures; ensure materials, reports, and packets for signature are accurate and complete.
• Maintain accurate and up-to-date offices files, records, and logs for assigned areas; develop, prepare, and monitor various logs, accounts, and files for current and accurate information.
• Assist in assembling and preparing the annual budget for assigned area; monitor expenditures against budget; prepare purchase requisitions and requests for payment.
• Maintain calendar of activities, meetings, and various events for assigned staff; coordinate activities and meetings with other departments, the public, and outside agencies; coordinate and arrange special events as assigned; schedule meetings; coordinate arrangements and set up meeting rooms; notify participants; prepare and/or assemble meeting materials.
• Coordinate, make, process, and confirm staff travel arrangements; arrange for transportation and accommodations for travel, check and process expense claims.
• Serve as secretary at meetings of board and committees as assigned; arrange and coordinate meetings for board, and outside agencies; assist in preparing and distributing agenda packets and correspondence; attend meetings and take, transcribe, and assure proper distribution of minutes.
• Process mail including receiving, sorting, time-stamping, logging, and distributing incoming and outgoing correspondence and packages.
• Perform other duties as may be reasonably required by the Management.

As Personal Assistant to the MD

• Provide administrative services including diary management, booking meetings, planning events, organizing travel and preparing travel itineraries, correspondence and prioritizing emails for the MD.
• Maintain records of Director’s contacts.
• Screen calls, enquiries and requests, and deal with them when appropriate.
• Assist Director in researching and following up with action on matters which fall within the Director’s responsibility – chasing responses and triggering follow-up action.
• Produce documents, briefing papers, reports and presentations for the Director.
• Organize meetings and ensure that the MD is well prepared for those meetings, preparing agendas, pre-meeting briefings and meeting papers.
• Attend and take minutes for the MD’s meetings and any other relevant meetings.
• Perform other duties as may be reasonably required by the Managing Director.