G4S Administration Careers – 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
Deadline: Monday, 10th February 2014.
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