Role Responsibilities and Desired Profile :
1. Candidate must be a quick professional with great time-management and multitasking abilities. It is with their diligence and competence in their work that executives can focus on their managerial responsibilities without worrying about other tasks. The goal is to contribute to the efficiency of the overall business by ensuring all assigned administrative duties are carried on timely and efficiently. Provides direct support to the Director which includes calendar management, scheduling & coordinating meetings, travel arrangements, monitoring of phone calls and messages including responding when requested, presentations and responding to emails. Collaboratively coordinates with finance, accounts and HR
department on shared assignments and duties. Cross-trains to ensure timely completion of administrative clerical duties for internal and external customers. Attends committee and board meetings as scheduled, transcribes and distributes committee and board meeting minutes.
2. Deal with suppliers and clients in the absence of Director. Handle documentation required in different government offices (permissions, notices, tenders etc.). Should develop good relations with officials in these offices. Revert to queries of different government offices involved with the company. Coordinates and arranges travel; including registrations, hotel reservations, and airfare for Authority Executives and Directors, Board Members, and department staff. Prepares confidential documents and reports and maintains confidential files and records. Ensures the integrity of confidential materials and information. Ensures proper staffing and administrative support to assigned Executives. Coordinates with HR for office coverage at all times (i.e.: Vacations, PTO, etc.). Collects information and data on assigned subjects, prepares abstracts and summary reports and compiles data in usable formats as requested.
3. This position has frequent contact with: Government officials, state and local agencies to respond to requests for information and assistance, submit reports, and resolve complaints or concerns. (MES, PWD, Irrigation, Housing Board etc.). Governing boards and the Board of Directors to schedule meetings and presentations, distribute agendas and minutes and respond to requests for information and other matters. Suppliers and clients to resolve issues or complaints regarding the quality of service received and/or to respond to service requests requiring extensive substantive and procedural knowledge. Internal and external departmental clients, to provide assigned services.Civic and community groups and members of the general public to provide information and assistance.
4. Candidate should have thorough working knowledge of office protocols and procedures. Demonstrated proficiency in MS Project is a must. Experience in the construction industry is a plus. Thorough working knowledge of departmental processes and procedures and any legal requirements pertaining thereto.
Thorough knowledge of records management principles and practices. Demonstrated proficiency in the use of MS Word, Excel, PowerPoint, Access etc. Good interpersonal and oral and written communications skills. English proficiency is the must.
Thorough understanding of confidentiality issues. Good organizational skills and ability to prioritize significant volumes of work. Flexibility to travel for business. Degree in business administration or relative field.