i. Ensuring that the reception area is manned and clean at all time
ii. Receives visitors and ensures respective staff is promptly advised on the arrival of the visitors.
iii. Ensure visitors are directed to the correct office.
iv. Record and promptly communicate messages to respective staff.
v. Provides general administrative support to the Directors.
vi Supervise the office cleaners and ensure that one general cleaning is done before staff reporting time.
vii Maintains the incoming and outgoing mail register for deliveries and postage by receiving and recording mail and ensuring incoming mail is distributed promptly and outgoing mail is dispatched promptly with the help of the Office Messenger.
viii. Provide callers with directions to the premises.
ix. Printing of incoming CVs and filling according to position and issue to HR Office.
Deputizing Executive Assistant:
Where and when she is not available/on leave you shall:
i. Ensure all MDs directives on whatsapp forum are followed and the status reports briefed to the MD.
ii. Ensure MDs diary is followed and reminders are communicated to the Directors.
iii. Prompt responses to MDs directives in relation to visitors, filing and diary of MDs internal meetings.
iv. Receives telephone calls promptly, screens and forwards calls appropriately.
v. Maintains staff movement diary and meetings room diaries working closely with the P.A.
vi Coordinates replenishing of beverages and ensure beverages for meetings are organized and served promptly, in coordination with the MDs chef.
vii. Reporting to work at the required time which is 7:30am
viii. Ensuring that cleaners are attending to all locations of the office
vx. Ensuring that the plants in the office are well maintained and watered
x. Ensure one general cleaning every week.
xi Perform any other assignments as requested by management or your supervisor.