Executive Administrator at Britam

Job Purpose:
The role will serve as a point of contact and link between Board directors, executive directors, managers, internal departments, and external parties, including vendors, and customers. The role will handle clerical and administrative duties, analyze and improve office processes and policies, and ensure that the office operates smoothly.

Key responsibilities:

• Act as the first point of contact for the Director Legal & Company Secretary, proactively and promptly reviewing and tracking incoming enquiries such as correspondence, telephone and in-person, and responding directly or referring to other appropriate individuals or escalating to the Director.
• Provide exceptional administrative support and interface between the Company Secretary’s office and Board Directors, maintaining highest levels of confidentiality and trust.
• Provide a bridge for smooth communication between the Legal Director’s office and internal departments, demonstrating leadership to maintain credibility, trust and support with senior management staff. 
• Maintain efficient and effective communication channels between the Director’s office, the Boards, other departments and external customers to ensure professional interface and superior customer service.
• Provide sophisticated calendar management for the Legal Director. Prioritize enquiries and requests while troubleshooting conflicts to ensure smooth day-to-day engagements. 
  Organizing and coordinating all logistics for the Director’s meetings (both internal and external).
• Develop and maintain the Director’s office paper and electronic filing and information systems.
• Responsible for processing expenses, credit card returns and raising purchase requisitions and other finance related duties as directed.
• Oversee the prompt collection and delivery of incoming and outgoing mail in the Director’s office.
• Draft routine correspondence on behalf of the Director.
• Coordinate the preparation of both local and international itineraries for the Legal Director as well as Board Directors; and confirm travel bookings and hotel reservations as well as transfers arrangements and related logistics.
• Attend Management meetings; record, summarize and timely distribution of minutes and tracking of action items where applicable.
• Coordinating events and projects by providing administrative support for all events managed by the Segment/Function.
• Maintains rapport with customers, managers, and employees by arranging continuing contacts; researching and developing new services and methods; setting priorities; resolving problem situations
• Maintains continuity of work operations by documenting and communicating needed actions to management; discovering irregularities; determining continuing needs.
• Ensure that reports and analysis of the same are issued on a timely basis as per the agreed regularity through liaison with all relevant parties.
• Receive and collate emerging issues from all stakeholders for the Segment/Function.
• Provide administrative support for the Legal & Governance Teams.

Knowledge, experience and qualifications required:

• University degree in any discipline. 
• A minimum of 7 years’ experience as a Personal Assistant to a Head of Department/Division in a blue-chip company preferably in a commercial environment.
• A degree or diploma in Law and/or qualification as a Certified Secretary will be an added advantage.