Internal Communications and Administration Executive

Job Description

  • Act as the first point of contact for the CP, screening telephone calls, enquiries and requests, and handling them when appropriate; liaising and negotiating with a range of professionals on matters including a confidential and sensitive nature
  • Welcome and advise visitors; promoting professional image of the organisation
  • Proactively contribute to the management of the CP’s time - including diary management, organising appointments, meetings and travel arrangements. Deal with incoming email, faxes and post and generate and draft correspondence and letters as required
  • Negotiating and managing internal demand for CP involvement and communicating on the CP’s behalf when appropriate
  • Lead on and carry out background research, present findings and recommendations and produce documents, briefing papers and reports where necessary
  • Be responsible for organising and attending meetings and ensure the CP is prepared in advance; 
  • Manage a meeting when required, setting and distributing agendas and paperwork, recording minutes including  support to the Board of Directors
  • Contribute to organizational governance by meeting deadlines
  • Liaise, communicate and negotiate with clients, suppliers and other staff; ensuring good PR and maintaining sound relations 
  • Take lead responsibility for the organizations ‘complaints and suggestions’ policy including monitoring, review and continuous improvement to ensure customer satisfaction
  • Design, implement and maintain office systems to deal efficiently with paper flow; and implement confidential systems for sensitive organizational issues 
  • Organise and store paperwork, documents and computer-based information; 
  • Arrange travel and accommodation and, occasionally, travel with the CP to take notes or dictation at meetings, or to provide general assistance during presentations
  • Provide ad hoc administrative support to other senior managers
  • Support the senior management team to manage their client relationships helping with project research and managing contact lists

Job Requirement

  • At least 1 year of working experience in the related field is required for this position
  • Preferably Junior Executives specializing in Secretarial/Executive & Personal Assistant or equivalent
  • Full-time postion available
  • Dedicated, organized and proactive
  • Able to work independently