Date:  Jan 7, 2025
Position Title: Executive Admin/Office Manager

a. Purpose of the Job

Under the direction of the CEO, the Executive Admin/Office Manager is accountable for the accuracy and completeness in undertaking administrative and secretarial duties.

b. Essential Functions and Responsibilities

• Performs a wide range of administrative duties for the CEO of SkyCity to ensure that the Executive is able to discharge the duties and responsibilities of the office in an efficient and effective manner.
• Acts as the focal point for all of the CEO’s key documentation/correspondence, and registers and screens as appropriate.
• Prioritizes all correspondence for the CEO in accordance with deadlines or the nature of the correspondence.  Ensures that the documents requiring his immediate attention are forwarded to the CEO in a timely manner.
• Forwards correspondence to other senior officers of SkyCity as instructed by the CEO, for action.  Maintains a “Bring-Forward” system and follows up with appropriate managers and personnel to ensure that the appropriate action has been taken.  Ensures that progress reports are completed by the managers and reported to the President in accordance with agreed time frames and deadlines.
• Prepare briefing dockets as required for the CEO, and provides files, reports, etc. which may be required to assist the CEO in drafting responses to correspondence.
• Draft responses to general correspondence on behalf of the CEO, for his approval and signature.
• Organize all meetings and schedules on behalf of the CEO, confirms meeting times and attendees.  Ensures room reservations, seating and hospitality as required.
• Ensure that the CEO is aware of official engagements, and other matters requiring his attention.
• Provide a wide range of secretarial duties for the CEO, including typing of memoranda, reports, minutes of meetings and general correspondence.  All typing must be proofread for accuracy and corrected before presentation to the CEO.
• Ensure the completion of all clerical work associated with the provision of administrative and secretarial services, such as filing of confidential correspondence, photocopying, collation, fax transmission, etc.
• Attend as required and prepares minutes of meetings held by the CEO.  Co-ordinates the preparation of agendas with the CEO and circulates materials etc. as required.  Distributes minutes after they have been approved by the CEO and ensures that appropriate follow up action is taken.
• Maintain the CEO’s diary, and arranges appointments as required.  Ensures that the CEO is aware of all appointments.
• Answers the telephone for the CEO, determines the nature of the calls and forwards as appropriate.  Handles all calls of a general nature and prioritizes other calls as to the time or nature of the calls for organization of the CEO’s schedule.
• Ensure that the telephone and the office is covered at all times during office hours.  Ensures that refreshment breaks etc. are coordinated with back-up coverage.
• Maintain a filing system for the Office of the CEO, ensures that files are secured and monitors the removal of files from the office.
• Ensure that all distribution and contact lists are maintained in a current state.
• Maintain a file of all newspaper articles or of all other materials of relevance to SkyCity.  Brings such articles to the attention of the President as required relevant media coverage for SkyCity.
• Undertake administrative duties as requested by the CEO and this could  also include providing support within SkyCity and other SkyCity executives.

c. Knowledge, Skills, Abilities

• Minimum 7 years’ work experience
• Possess a BSSC with Certification /Diploma and/or equivalent certificate for Office Assistants with at least one year in a Secretarial program
• Strong organization and time management skills to be able to meet deadlines
• Highly professional and able to maintain confidentiality
• Firm working knowledge of Microsoft releases and computer technology in general
• Proficient with the use of general office equipment
• Previous experience using various office software, i.e. Adobe, and other required software
• Able to prioritize and multi-task work allocations with minimum supervision
• Excellent interpersonal, oral and written communication skills. excellent interpersonal, communication and customer service skills
• Effective and proven organizational skills to meet multiple deadlines and handle multiple tasks in a high pressure and demanding work environment
• Ability to work effectively within a multi-disciplinary team

d. Extent of Public Contact

• SkyCity Employees
• Senior Level Managers for airport operations
• Community stakeholders
• Airport tenants
• Regulatory agencies
• Service Providers