Provide a wide variety of complex administrative and secretarial support to the RGM; communicating information on behalf of the GM and ensuring the efficient running of the GMs office. In addition, the role as required provides high-level of administrative and secretarial assistance to the Market Hall Division Manager and Principals.
Answers phone calls and filters callers while maintaining log to keep track of important messages and update the GM as applicable
Responsible for safe keeping of division legal documents i.e. supplier agreements, contracts, etc.
Observes confidentiality when receiving and transmitting documents while keeping the logbook updated for the division
Composes complex documents for the purpose of communicating information to personnel, i.e. internal memos and announcements
Operates and maintains office equipment i.e. fax machine / copier / scanner)
Assist in the preparation of meetings for the division managers and other tasks related to office / business of the division as required Takes action on business proposals (calls and emails), sending of apology/regret replies if unrelated to division business and forwarding only to GM all potential businesses for his review
Completes a broad variety of administrative tasks for the RGM including: managing an extremely active and dynamic calendar of appointments; completing expense reports; composing and preparing correspondence that is often confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings with scheduling & its details.
Plans, coordinates, and ensures the GM's schedule is followed and respected. Provides ‘gatekeeper' and ‘gateway' role, creating win-win situations for direct access to the RGM's time and office. Ensuring open door policy.
Assists in scheduling Division management team meetings as necessary.
Works closely and effectively with the RGM to keep him well informed of his schedule, following up appropriately.
Communicates directly, and on behalf of the RGM with DM and personnel.
Works within broadly defined guidelines within the division such as, takeover other functions such as HR admin and Receptionist in their absence and provide assistance to the market Hall employees as required.
Works as a back-office support for customers ensuring their complaints and request are channeled to concerned parties.
Coordinates with travel agencies and hotel reservations officers as required.
Coordinates with different embassies to ensure that their policies and procedures are well observed to ensure smooth and fast application of visas.