Executive Administrative Assistant

Main Purpose:To help and assist puma energy management and staff in organizing trips and meetings in an efficient and reliable manner, keep abreast of activities in the MDs officeKnowledge Skills and Abilities, Key Responsibilities:

Key Responsibilities:

General Manager support

• Managing the office of the General Manager as a personal assistant by organizing and maintaining the executive calendar, scheduling proper appointments and meetings, keeping precise track of all trips and important meetings for the General Manager and other Management staff as directed.
• Ensuring that all expenses generated in the office of General Manager are settled, accounted for and that all planning and logistics for this office are approved and aligned with the General Manager
• Supervise the Driver and maintaining an up to date errand and travel calendar for the Driver in accordance with the requirements of the General Manager’s office
• Attend to all visitors
• Administration and GM Budget

Calendar Management

• Dealing with incoming emails and dispatching important documentation to the right personnel.
• Monitoring and screening enquiries and requests from management team members, other staff members and external people. Being the link between management and staff members, clients, suppliers
• Support with various administrative works i.e producing documents, briefing notes and presentations, travel expense claims, invoices, letters, post mail, printing, copying and filing documents.
• Interacting with international clients and suppliers
• Organize events as per requirements.

Travel Organization

• Travel and hotel arrangements, dealing with last minute changes in a very fast paced environment i.e. book flights, hotels, taxis, airport pickups…) Being able to liaise with staff members and clients in country and globally
• Preparation and communication of Itineraries, arranging visas and other travel documents
• Arranging local transfers

Petty Cash Management

• Maintaining office petty cash
• Screening and processing petty cash payments
• Processing petty cash reconciliation and replenishment

Support with Procurement Processes

• Support with processing and dispatching LPOs
• Screening and updating vendors list in Navision
• Screening invoices from suppliers
• Procurement of all office stationery and equipment

Fleet and Property Management

• Ensuring the maintenance of up to date all light vehicle asset register
• Ensuring compliance with regulatory licensing, vehicle insurance and any other gazetted vehicle statutory levies
• Developing a Vehicle planned maintenance management system at the most sustainable cost for the business
• Developing and maintain a regular vehicle inspection register with all reports being communicated to management and ensuring that all incidents and accidents are reported and managed in accordance with standard reporting and insurance claim procedures
• Managing property lease leases, payment of city rates and office buildings.

General Administration and Housekeeping:

• Oversee cleaning staff on a daily basis
• Check rooms and common areas, including stairways and lounge areas, for cleanliness
• Ensuring that all office, premise and structural defects are repaired and restored to the accepted standard
• Establish and educate staff on cleanliness, tidiness and hygiene standards
• Motivate team members and resolve any issues that occur on the job
• Monitor and replenish cleaning products stock
• Ensure compliance with safety and sanitation policies in all areas
• Participation in engaging with contractors on office maintenance issues
• Courier service: parcels/deliveries/distribution
• Update the internal telephone list and distribute any changes to all staff
• Keeping abreast of the business organization structure and ensuring that all calls / messages are directed accordingly
• Ensuring that payments for all rentals for office premises, rented accommodation are kept up to date
• Management of meeting rooms, canteen, kitchen, immediate external surroundings at the office premises

Communications

• Managing the communication of all staff notices in accordance with Executive management communication agendas
• Receiving and relaying all communications from external parties and relaying to the relevant authorities
• Managing all communications platforms, setting of virtual meetings and updating any relevant information for purposes of communicating with the available devices and platforms.

Requirements:

Experience:  

• Advanced Diploma / Bachelor’s Degree in Business Administration or secretarial and or any related qualification
• MSCE Certificate with additional training in Executive Secretarial management.
• At least 5 years of experience working with business executives/international environment
• Training in grooming and etiquette skills

Skills:   

• Good written and spoken English
• Multi-tasking skills, great planning skills
• Able to work under pressure
• Ability to prioritise tasks, flexible team worker
• Reliable, discretion and confident
• Good interpersonal skills and customer service skills
• Helpful, service orientated

Competencies:   

• Knowledge of emailing, internet, word/excel proficient
• Other computer software knowledge a plus
• Ability to communicate with people at all levels and of all nationalities
• Professional manners
• Pleasant personality
• Friendly attitude
• Smart and presentable
• Agile

Key Relationships and Department Overview:

• Internal – MD, Management, staff, Pool Driver/ Messenger, Cleaners, Expatriates,
• External – Travel agencies, hotels, car rentals, external visitors, EAs