TM Operations Downstream

1. Job Purpose:

To provide comprehensive administrative support to the Executive Officer/s in Downstream Corporate , ensuring smooth operations, confidentiality, and effective communication within the organization.

1. 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.