1.Administrative & Management Support:
Support managing director, and other leadership members in:
- Managing calendar tasks and schedules.
- Organize events, meetings, etc.
- Making travel arrangements and managing expense reports.
- Handle and prioritize all outgoing or incoming correspondence (e-mail, letters, packages etc.).
- Coordinate the external relationship activities (embassies, other companies, Secretary of state.
2. Liaise with Facilities Management and employees
Acting as the On-site Liaison:
- Serving as the key contact person for all day-to-day facilities-related matters, collecting employee or company service needs, and communicating them directly to the remote Facilities Manager.
- Performance Oversight: Proactively monitoring the performance of the FM provider, ensuring that all services (e.g., cleaning, maintenance) meet the agreed-upon Service Level Agreements (SLAs). The jobholder will be the first point of on-site escalation for any unresolved issues.
- Supplier and Inventory Management: Overseeing all office supplies and inventories, placing orders, verifying deliveries and coordinating with suppliers as necessary.
3. Organise and coordinate office related activities
- Handle confidential documents ensuring they remain secure.
- Maintain electronic and paper records ensuring information is organized and easily accessible.
- Handling and prioritizing all outgoing and incoming correspondence (e-mail, letters, packages, etc.).
- Handling confidential documents, ensuring their security and organization.
- Managing meeting room schedules, ensuring all equipment and refreshments are prepared.
- Undertaking support tasks on behalf of the management team, such as encrypting documents, scanning, and organizing files.
