Job Objective
The role is responsible to provide a comprehensive, efficient and confidential secretarial and receptionist service to the Chief Operating Officer or GMs and assist in running of a comprehensive office while ensuring high levels of diplomacy, confidentiality and communication skills.
Primary Responsibilities:
Financial:
• Monitor and ensure timely and accurate payments to suppliers & partners as required
• Monitor and ensure adherence when executing operational transactions
Operational:
• Provision of efficient and effective typing of executive and customer correspondence
• Performance of standard office procedures including scheduling appointments, processing mail, answering telephones and ordering supplies
• Maintenance of an efficient and effective filing system
• Produce either from dictation, shorthand notes or manuscript drafts, accurate and well presented correspondence, notes or any other required documentation which may include matters of confidential nature
• Compile letters/memoranda from brief verbal instructions
• Receive, record and dispatch all incoming and outgoing correspondence
• Provide secretarial assistance and arrange accommodation and travel formalities to visitors, including CWPLC representative on the Batelco Board
• Act as receptionist, escort visitors to CEO or GMs office and provide refreshments when necessary. Arrange CEOs or GM appointments
• Filter/handle telephone calls and deal with enquiries of a routine nature
• Carry out routine office administration, maintain adequate supplies of stationery and ensure regular servicing of office equipment.
• Organise the preparation of draft papers for EXCO and the Board by the Strategic/Operation Management Team (SMT/OMT) in order to meet deadlines set for submission to EXCO and Board members. Maintain a cross referenced report and Board/EXCO papers and prepare appropriate briefs and financial information as required.
• Scan local news and draw CE/CC/GM attention to any articles that are of interest or related to the company or it’s personnel.
• Carry out any other duties required such as:(Attend meetings and record minutes, Assist in the preparation/consolidation of budget and its maintenance and Deal with Business entertaining and social activity arrangements)
People:
• Take ownership for attending the trainings as per the plan
• Motivate and build a healthy work environment within the team. Provide support in resolving work related / other concerns in an effective manner
