Responsibilities/ Duties

• Prepare and edit correspondence, communications, presentations and other documents


• File and retrieve documents and reference materials


• Manage and Coordinate the Managing Director and General Manager’s schedules, appointments and travel arrangements


• Arrange and co-ordinate meetings and events


• Record and distribute minutes of meetings


• Monitor, screen, respond to and distribute incoming communications


• Answer and manage incoming calls


• Receive and interact with incoming visitors


• Review internal systems and implement improvements where necessary


• Prioritize, and follow up on incoming issues addressed to the Managing Director and General Manager, including those of confidential nature and determine appropriate course of action, referral, or response

• Work closely and effectively with the Managing Director and General Manager to keep them well informed of upcoming commitments and responsibilities and following up appropriately

• Handle matters expeditiously, proactively, and follow through on issues to successful completion, often with deadlines.

General Duties

• Serve as the MD’s liaison to Buck Press' board of directors

• Communicate directly, and on behalf of the MD, with Board members

• Maintain discretion and confidentiality in relationships with all board members

• Adhere to compliance with applicable rules and regulations set in bylaws regarding board and board committee matters, including advance distribution of materials before meetings in electronic/paper format.
   


• Any other duties that may be assigned from time to time by your supervisor
   


• Key Performance Indicators


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• Timely completion of Board tasks


• Accurate and timely completion of work


• Schedules and diary management is efficient and practical


• Appropriate storage and maintenance of all files and documents


• Meetings organized efficiently and minutes issues promptly


• Prompt follow up on actions taken during Management meetings
  
  
  
  • Efficient /timely dispatch of all incoming letters and memos
  
  
  
  


• Ability to communicate properly (grammar)
  
  
  
  • Ability to take initiative
  
  
  • High level of confidentiality
  
  
  
  

QUALIFICATION: 

• Bachelor's degree required in social sciences or its equivalent

• Strong work tenure: a minimum of three years of experience supporting top level Executives

• Experience and interest in internal and external communications

• Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat