G4S Administration Careers - Executive Personal Assistant

Wednesday, February 05, 2014   Administration Jobs in Uganda , Business Administration Jobs in Uganda , Finance Jobs in Uganda   No comments

Job Title: Executive Personal Assistant

Organisation: G4S

Duty Station: Kampala, Uganda

Job Reference: G4S/TP/511096/25020

About G4S:

G4S is the world’s leading international security solutions group, which specialises in secure outsourcing in countries and sectors where security and safety risks are considered a strategic threat. With operations in more than 125 countries and 620,000 employees, we specialise in outsourced business processes and facilities in sectors where security and safety risks are considered a strategic threat.

Key Duties and Responsibilities: 

• Manage the manager’s office
• Control and manage diaries effectively
• Co-ordinate and control telephone calls
• Co-ordinate correspondence (mail, e-mail, faxes) and ensure appropriate action
• Control filing of documentation
• Control private arrangements and office related arrangements
• Handle all incoming and outgoing mail/courier services
• Manage and coordinate of meetings and presentations
• Co-ordinate and arrange all relevant meetings and workshops
• Carry out venue inspections where required
• Arrange and ensure smoothness of travel and accommodation arrangements both locally and internationally
• Maintain cost controls where applicable on travel arrangements
• Ensure that conference facilities, equipment, meals and refreshments adhere to standard
• Compile presentations as requested using the official company templates and keep updated
• Check formatting and spelling of all material to be included in workshop/meetings
• Ensure distribution of relevant documentation at least one working day prior to workshop/meeting
• Ensure smoothness of all travel arrangements for meetings/workshops
• Ensure minutes are typed, authorised by manager and distributed within 4 working days of meeting held
• Manage information distribution 
• Typing minutes of meetings and reports
• Distributing minutes and reports to the appropriate people as requested by the manager
• Typing all the letters and documents within required timeframe and accurately
• Distributing all incoming faxes to the appropriate people as quickly as possible
• Opening mail to determine who the correspondence is intended for
• Delivering mail to the appropriate person concerned for their attention
• Screening calls that come in to the manager’s office to ensure that the caller is helped as quickly as possible
• Compilation of reports as required.
• Manage the production of the regional magazine
• Managing the process of gathering the content and ensuring that deadlines are strictly adhered to.
• Collating the information received from the countries and contributors and submitting to the PR agency
• Liaising and assisting the PR agency with layout, design and editing
• Ensuring the effective distribution of the magazine through existing channels

Qualifications, Skills and Experience: 

• The Executive Personal Assistant must hold a good diploma or Degree in Business Administration
• At least five years’ experience in administration in a related position at directorship level would be deemed appropriate for this level position
• Prior experience working in a multinational would be beneficial

How to Apply:

If you so desire to work with G4S in the above capacity, please visit web link below to visit recruitment website

Click Here

Deadline: Monday, 10^th February 2014.