Tuesday, August 5, 2014


• Functionally reports into: Managing Director

Job objective(s)
• Provide secretarial and administrative support to the office of the Managing Director for efficiency and results

Duties & Responsibilities

Clerical / Secretarial Role
• Create and maintain structured filing system for easily filing and retrieval of corporate documents, records, and reports
• Open, read, analyze and sort incoming documents; such as memos, proposals, submissions, and reports, faxes and email, to determine their significance and recommend scope of distribution within Management team
• Facilitate inward and outward correspondence of invoices, reports, memos, letters, financial statements and other documents between the Managing Director’s office and Heads of Departments
• Manage, screen and log Managing Director’s telephone calls and messages to minimize disruptions or distractions to ongoing tasks or appointments of the Managing Director
• Prepare draft and obtain sign off to prepare final copies of correspondence in response to routine or ad hoc inquiries about the company business activities, products or services
Time/Itinerary/Customers Management
• Manage and maintain Managing Director’s calendar to ensure comprehensive capture of official and private work and meeting schedules with no conflicts of dates or time
• Prepare agendas, make necessary logistics and administrative arrangements and ensure documentation of minutes for all meetings involving Managing Director
• Make local and international travel arrangements for the Managing Director and facilitate timely drop-offs and pick up at designated locations
• Meet with visitors of the Managing Director and screen visitors to control their access to minimize disruption to activities and manage time
• Maintain comprehensive rolodex or database of names, contact addresses, telephone numbers, email address etc of all stakeholders

Office Administration
• Supervise and direct the activities of janitors for regular and thorough cleaning of the corporate office
• Perform general office duties such as ordering supplies, maintaining systems for managing corporate documents and records, and performing basic bookkeeping work
Maintain petty cash system to withdraw and retire money for purchases made for the Managing Director Office
Key Performance Indicators
• Frequency of calendar conflicts
• Accuracy in preparing documents
• Timeliness in attending/responding to written correspondence e.g. Invitations, proposals
• Effectiveness and efficiency rate of organizing meetings
• Effectiveness of the filing system

Minimum Education Qualifications
• Minimum of Bachelor’s degree

Required Experience
• Minimum of 3-4 years cognate experience

Required Competencies
• Office administration
• Customer service
• Administrative and clerical procedures and systems

• Communication skills
• Computer Proficiency( MS packages)
• Excellent organization & coordination skill
• General managerial / administration skill
 Time Management

Qualified candidates should send CV to careers@montaigneplace.com


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