Job Description

Synopsis

To independently manage and organise the efficient functioning of the Chief HRO’s office and to prioritise all appointments and activities.

Accountabilities

• Management of the CHRO agenda; maintain CHRO diary; maximising effective utilization of time, ensure all matters brought forward to the CHRO are responded and attended to in an appropriate manner.  Serve as front line person welcoming visitors and handling of high-level communication and correspondence with authorities and external parties
• Efficiently process and manage all inbound and outbound data and information, both confidential and routine; screen and sort mails, e-mails and other documents, ensure acknowledgments and responses are provided; review documents and if necessary ask for supporting data before forwarding for approval and signature 
• Prepare correspondence, create reports, dashboards and presentations.  Manage discrete projects and assignments as required by CHRO, ensuring accuracy of information, attention to detail, timely data collection, integration of information, preparation and submission within required timelines.  Excellent use of Excel, business and presentation skills.  Assist in department specific tasks (e.g. update and maintenance of records, IT systems, databases, etc.), functions and other special projects as required
• Liaise with high level contacts i.e. CEO, Chairman, Board Members and their offices
• Manage and organise internal and external meetings; communicate and confirm attendees, agenda, ensure meeting resources (i.e. meeting rooms, handouts, press packs, food, equipment, etc.). Ensure preparation and follow up for regular department meetings. Take minutes of the meetings where required and distribute to attendees in a timely fashion
• Manage the department’s petty cash and cost centre. Process PR’s and PO’s in line with Procurement procedures. Maintain records of expense claim documentation, invoices, etc.
• Lead the team of Admin Officers. Conduct fortnightly meetings to provide guidance and updates on processes and procedures to ensure consistently high standards of performance and service delivery

Education & Experience

• Minimum of diploma level, with additional certifications on office management or secretarial and computer courses
  4-5+ years overall experience in secretarial or administrative of which at least 1 to 2 years exposure in the relevant department is preferred; experience in a multi-cultural working environment ideally in an airline office.

Skills Required

• Communication