Responsibilities:

Effective handling of telecommunication:

• Efficiently manage and route internal and external telephone calls, ensuring messages are communicated accurately and promptly.
• Maintain a clear system for logging and following up on external enquiries or concerns.
• Monitor and manage the phone system to ensure calls are handled efficiently, including troubleshooting technical issues when needed.
• Set up and maintain an internal directory for frequently contacted external stakeholders (e.g., suppliers, clients, contractors).

Reception and visitor management:

• Greet visitors, clients, and contractors professionally, ensuring a positive first impression of EPA.
• Identify the purpose of the visit and ensure they are directed to the correct staff members or meeting locations.
• Ensure the reception area is neat, welcoming, and fully functional, with all necessary resources in place.

Petty cash management:

• Maintain and reconcile the petty cash fund according to organisational policies.
• Ensure timely replenishment of funds to support ongoing operational needs.
• Accurately record all petty cash disbursements and receipts with supporting documentation.
• Update and maintain a detailed petty cash ledger or system.
• Regularly reconcile petty cash to ensure the balance matches recorded transactions.
• Verify receipts and ensure all expenditures comply with company policies.

Responsible for internal communication:

• Assist the Group Executive: EPA in reviewing and improving internal communication across departments.
• Oversee and manage internal business communication platforms.
• Draft, proofread, and distribute internal memos, announcements, and policies to staff.
• Liaise with department heads to ensure consistent communication flows across different areas of the business.

Responsible for administrative duties:

• Provide high-level administrative support to the Group Executive: EPA and other managers, including managing schedules, meetings, and appointments.
• Organise and coordinate logistics for staff, including transport arrangements and travel itineraries.
• Manage the supply of office spaces, meeting rooms, and the boardroom, ensuring they are well-stocked and maintained.
• Ensure refreshments are available for the Group Executive: EPA, senior management, and visiting clients.
• Handle the booking system for boardrooms and meeting spaces, coordinating availability and resolving conflicts.
• Manage office-related inventories (e.g., stationery, refreshments) and supplier relations.
• Prepare meeting agendas, take detailed minutes, and follow up on action items post-meeting.
• Assist in the preparation of presentations and documents for meetings, ensuring timely distribution to attendees.

Responsible for personnel related duties:

• Act as the point of contact for all staff-related communications, including notices, policy updates, and event announcements.
• Oversee the distribution and inventory of staff refreshments and supplies.
• Assist in the planning and execution of employee-related events (e.g., birthdays, team-building activities, etc.).

Requirements: 

• 3-5 years proven experience as a Personal Assistant to senior management or Executive Assistant, with a strong background in SAP, personnel administration, event planning, and internal communication