I. Correspondence & Communication:

• Manage incoming and outgoing communications, including emails, phone calls, and physical mail.
• Draft, format, and proofread professional letters, memos, and reports on behalf of the manager/department.
• Screen phone calls and visitors, providing information or redirecting inquiries to the appropriate personnel.

II. Calendar & Meeting Management:

• Maintain and coordinate the manager’s professional calendar, including scheduling appointments and resolving conflicts.
• Organize and schedule departmental meetings, committee sessions, and events.
• Prepare meeting agendas, compile necessary background materials, and distribute them to attendees in advance.
• Record, transcribe, and distribute accurate minutes of meetings, tracking all action items for follow-up.

III. Documentation & Record Keeping:

• Establish and maintain a rigorous physical and digital filing system for all office records.
• Ensure the confidentiality and security of sensitive documents, adhering to the University's Personal Records Policy.
• Manage document retrieval and archiving, ensuring that all records are up-to-date and easily accessible when required.

IV. Office Coordination & Logistics:

• Oversee the day-to-day maintenance of the office environment, ensuring it remains professional and orderly.
• Monitor and manage the inventory of office supplies, placing orders and coordinating with the Purchasing Team to ensure continuous availability.
• Coordinate logistical arrangements for visitors, including room bookings and hospitality (catering/buffet) requests.
• Ensure that office equipment (printers, scanners, etc.) is functioning properly and coordinate repairs with IT or Facilities when necessary.