Diary/ Office Administrative Manager

2years
Calendar Management
- Daily diary management of appointments, meetings, travel trips etc.
- Office Duties
- Switchboard telephone calls
- Boardroom
- Calendar - organise
- Coffee station - make sure all is in order
- Company Messenger
- Organise tasks and calendar
- Travelling
- Coordinate all arrangements for MD’s sales and travel trips globally, such as:
- Calendar management and planning of sales trip, event, trade shows etc.
- Meetings set up - liaising with sales Manager when needed for agent requests.
- Create itinerary/program for trip and add to daily diary
- Request agent lodge statistics from sales manager for meetings.
- Passport and Visa requirements
- Flight Bookings and changes
- Accommodation bookings
- Transfers / Car Hire arrangements
- Forex request from Financial Manager / bank
- Travel Insurance arrange
- Marketing Gifts plan, purchase and pack
- Create Notebook for sales calls meetings
- Trip Itinerary type
- Set up Travel File for MD with all of the above information
- Keep record of expenses
- Other Personal Assistant Duties
- Preparing documents for meetings when needed
- Filing and typing of documents
- Keeping record of slips/claims given by MD and recon with bookkeeper monthly
- Vehicle service appointment and monthly tracker logbooks
- Marketing
- Purchasing and stock management of marketing gifts - Liaise with MD and Sales/marketing manager
- Ordering of Business Cards, Fact Sheets, Brochures etc when needed
- CRM Databases/Contacts
- Keep record of new contacts from Adine to be uploaded to CRM
- Request or Download lodge guest contacts monthly to be uploaded to CRM
**Qualifications and Experience**:
Advanced oral and written communication skills, fluency in English essential
Advanced computer skills
Relevant PA experience on Director
Stable work record