To provide comprehensive administrative support to the Executive Officer/s in Downstream Corporate , ensuring smooth operations, confidentiality, and effective communication within the organization.
- Key Result Areas/Accountabilities
Supporting Actions
Calendar Management and Communication management
Manage the Executives calendar, schedule appointments, coordinate meetings, and arrange travel arrangements. Handle incoming and outgoing communications on behalf of the Executives, including phone calls, emails, and other correspondence. Screen and prioritize messages and respond to routine inquiries.
Meeting Coordination
Coordinate and schedule meetings, prepare agendas, take minutes, and distribute meeting materials. Follow up on action items and ensure timely completion.
Confidential Information Management
Handle sensitive and confidential information with the utmost discretion and maintain strict confidentiality in all matters related to the Executive's office.
Document Preparation
Draft, edit, and format documents, reports, presentations, and other materials as needed. Review and proofread documents for accuracy and completeness.
Travel Arrangements
Make travel arrangements for the Executives, including booking flights, hotels, ground transportation, and preparing travel itineraries.
Administrative Support
Provide general administrative support to the Executive's office, including managing files, maintaining office supplies, processing expenses, and handling other administrative tasks as needed.
Relationship Management
Build and maintain positive relationships with internal and external stakeholders, including board members, senior executives, clients, and partners.
Special Projects
Assist the Executives with special projects and initiatives, including research, analysis, and coordination with other departments or external partners.
