Description
Key Accountabilities:
- Executive Support to the Head of Department: Serve as the primary assistant to the Head of Department — managing the HOD's calendar, coordinating and preparing internal and external meetings (including meeting rooms, equipment, agendas, and minutes), and arranging business travel, itineraries, and accommodation.
- Correspondence & Communication: Manage the Department's incoming and outgoing correspondence, screen and relay messages, and serve as a key point of contact between the Department and internal and external stakeholders.
- Office & Operations Management: Oversee day-to-day office operations, supplies, and equipment to ensure the smooth and efficient functioning of the Department.
- Budget & Payment Processing: Monitor the Department's administrative budget, process payments to vendors and service providers, handle claims, and track expenses to ensure cost efficiency.
- Document & Records Management: Maintain administrative documents, filing systems, and records — including internal meeting notes, which may contain investment-related matters — in an organized and confidential manner.
- Reporting: Compile, format, and prepare administrative reports and presentation materials for management based on inputs provided.
- Process Improvement: Review and enhance administrative workflows, policies, and procedures to improve operational efficiency.
- Team Support: Provide support to other team members and collaborate with colleagues to achieve departmental goals.
- Confidentiality & Compliance: Protect the organization's value by keeping information confidential, comply with LTAT's rules and regulations, and undertake any additional assignments as instructed by LTAT.
Requirements
- Minimum Diploma in Business Administration, Management, or any related field
- A Bachelor's Degree in a relevant field is an added advantage
- Minimum 3-5 years of relevant administrative experience, preferably in a supervisory or executive support capacity
.