Right to Care
Job Description
To provide assistance to the Executive in the day-to-day management of his/her office and the effective functioning thereof and the coordination of his/her activities.
DUTIES AND RESPONSIBILITIES
Executive Support
- Act as the Executive’s first point of contact with people from both inside and outside the organisation.
- Taking on some of the Executive’s responsibilities and working more closely with management
- Support the Executive in his/her projects, proposals, bids, etc. through research, consultation and team-management.
- Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, speeches, articles, briefings, and project proposals, personal correspondence, and other tasks that facilitate the Executive’s ability to effectively lead the department.
- To respond to executive, management and other stakeholder queries in a timely and professional manner, both orally and in writing
- To liaise with the deputy to the Executive and other programme managers on various matters as required
- Conserve Executive’s time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications.
- Maintain confidentiality and privacy at all times in respect of any communications which are necessary and appropriate for the discharge of the role and responsibilities.
- To be responsible for receiving enquiries directed to the Executive’s office and providing an effective referral service to service users.
- Manage the flow of information to members of the executive leadership team.
- Occasionally travelling with the Executive to take notes or dictation at meetings or to provide general assistance during presentations.
Office Management
- To develop, maintain and review administration for the Executive to achieve maximum efficiency.
- Travel Management
- Organise and co-ordinate travel and accommodation arrangements.
- Visa applications when necessary
- Ensuring that the necessary documentation for travel is completed as per RTC policy
- Capturing general and travel requisitions for the Executive and obtaining the required signatures
- Event Management
- Co-ordination and/or planning of functions, meetings, visits by VIP’s, workshops, conferences, training, retreats and ad hoc events throughout the year
- To arrange refreshments, seating and taking minutes if required to do so.
- Ensure operation of office equipment, order maintenance when necessary. Troubleshoot malfunction of office equipment.
Secretarial and Administrative Support
- To provide a comprehensive secretarial and administration service to the Executive across the range of his/her work, his/her team and departments
- To meet and greet visitors at all levels of seniority.
- Answering and directing calls to appropriate executives and parties, taking messages.
- To maintain the complaints file and ensure all complaints are responded to within target timescales.
- To liaise positively and professionally with colleagues and visitors, answer routine questions, obtain and furnish information.
- Diary Management
- Manage and maintain the Executive’s schedules, including scheduling travel and conferences, making appointments, and making changes to appointments.
- Organising and attending meetings and ensuring the manager is well prepared for meetings.
- Co-ordinating Performance appraisal appointments and documentation
- Co-ordinate programme meetings
- Setting up travel, meetings, speaking engagements and other appointments for the Executive and his/her nominees.
- Document and Report Production
- Compile programme reports and ensure they are submitted timeously as per funder and board requirements.
- Produce information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.
- Circulate reports, minutes and agendas for programme meetings.
- Creation of presentations on PowerPoint and compiling information packs where required.
- Setting up and managing both electronic and paper filing systems, as well as taking steps to maintain that the company is in compliance with all applicable record-keeping requirements.
Project Co-ordination & Operational Research
- Providing administrative support on ad hoc projects and any other duties commensurate with the accountabilities of the post
- To assist with the co-ordination of operational research as requested
- Collate operational research data and to prepare reports and documents as requested.
- Undertake special projects, and ad hoc duties as necessary.
Training and Development
- Maintain knowledge by attending professional and technical educational seminars and workshops; review publications; establish professional and personal networks within the industry.
- Participate in societies relative to the business.
The desired candidate must have the following:
Qualification and Experience
- Secretarial Diploma or Bachelors degree in Administration
- 5 years experience at a corporate Executive level in a NGO environment.
Skills
- Excellent IT Skills, including use of ICT packages i.e. Word, Excel, Power point, Access.
- Strong interpersonal skills with an approachable personality.
- Excellent letter writing and organisational skills.