Job Description
Responsible for providing high-level administrative, operational, and communication support to the Operations Manager, ensuring seamless coordination, efficient workflow, and effective stakeholder engagement.
Key Responsibilities:
- Operational Assistance:
- Assist in the coordination and execution of operational plans.
- Track and update operational progress, flagging any issues that require attention.
- Liaise with internal departments to ensure smooth workflow and communication.
- Conduct research and compile data for operational decision-making.
- Communication and Liaison:
- Act as the first point of contact for external stakeholders when dealing with the Operations Manager.
- Facilitate communication between the Operations Manager and other team members.
- Take minutes during meetings and follow up on action items.
- Travel and Logistics:
- Arrange travel and accommodation for the Operations Manager.
- Prepare travel itineraries and process expense reports.
- Confidentiality and Professionalism:
- Handle sensitive information with discretion and maintain confidentiality at all times.
- Uphold professional conduct and ensure adherence to company policies.
- Administrative Support:
- Manage daily schedules, appointments, and meetings for the Operations Manager.
- Handle correspondence, including emails, letters, and phone calls, on behalf of the Operations Manager.
- Prepare reports, presentations, and documents as required.
- Maintain an organized filing system for documents and records.
Administration Responsibilities:
- Oversee daily administrative operations, including procurement and asset management.
- Ensure compliance with human resource policies and company laws.
- Manage office supplies, IT resources, and facility maintenance.
- Support recruitment, onboarding, and training of staff.
- Coordinate meetings, events, and office logistics.
Reception Work:
- Answer and direct incoming calls to the appropriate personnel.
- Manage front desk activities, including handling inquiries and providing information.
- Maintain a tidy and welcoming reception area.
Qualifications and Skills:
- Bachelor’s degree in Business Administration, Office Management, or a related field.
- Proven experience in an administrative or personal assistant role.
- Strong organizational and time-management skills.
- Excellent verbal and written communication abilities.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
- Ability to work independently and prioritize tasks effectively.
- High level of discretion and attention to detail.
- Problem-solving skills and ability to handle pressure in a fast-paced environment.
