Vision Invest
Job Objective
To proactively manage the office of the Chief Legal Officer (“CLO”) so as to enable the function to work efficiently in managing its daily tasks. Also, to help the CLO to focus on relevant information, issues and priorities the most effective use of his time.
Education
Business Administration Diploma (preferred).
Experience
The demonstrated ability to build relationships with internal and external stakeholders with good written and verbal communication skills. Intermediate in the use of Microsoft Office suites. Excellent attention to detail and ability to multi-task with solid communication skills including telephone manner and interpersonal skills.
Key Responsibilities/Duties
Administration: Conduct research, manage schedules, and provide efficient and effective administrative support carrying out operational activities to the extent possible, so as to minimise the amount of time spent of the CLO on administrative activities, including but not limited to: 1) Creating, managing, and updating the day-to-day schedule of the CLO, 2) Scheduling and prioritising all meetings, 3) Making travel arrangements and handling CLO’s phone calls, 4) Open and distribute mail, and use form letters or emails to respond to routine requests, 5) CLOrdinating with office administration team members actions on behalf of the CLO, 6) Other duties as assigned.
Document and Data Management: Maintaining detailed and accurate records of all correspondences, in accordance with company policy. Handling and filing (hard or electronic copies) important and confidential documents.
Document Preparation: Use Microsoft Office software to prepare, proofreading, by dictation, letters, memoranda and routine reports, etc for the CLO.
Receiving Guests/ Visitors: Receive guests and visitors, assist with various requests for information, managing complex matters.
Business Meetings/Events Arrangement: Maintain appointment calendars and reserve meeting rooms following detailed instructions to arrange business meetings efficiently. Preparing, circulating and following-up on action items and generally ensuring timely action by all relevant attendees.
Work Scheduling and Allocation: Organise own work schedule each day in line with changing priorities.
Behavioural Competencies
Customer focus: Builds strong customer relationships and delivers customer-centric solutions. For example, is interested in customer needs, learns customer requirements, and delivers effectively. Responds promptly to customer requests; secures the support of others to resolve the issues.
Manages complexity: Makes sense of complex, high quantity, and sometimes contradictory information to effectively solve problems. For example, gathers basic information to understand a problem and find a solution. Seeks to understand and apply systematic problem-solving methods; distinguishes symptoms from underlying problems.
Action oriented: Takes on new opportunities and tough challenges with a sense of urgency, high energy, and enthusiasm. For example, tackles what needs to be done with enthusiasm, working quickly and without undue oversight.
Being resilient: Rebounds from setbacks and adversity when facing difficult situations. For example, is calm and objective in stressful situations; stays focused on tasks. Seeks input on how to handle challenging or volatile situations; promptly moves on from setbacks or problems.
Decision quality: Makes good and timely decisions that keep the organization moving forward. For example, seeks coaching from others to address routine problems; learns to handle these issues effectively. Bases decisions and actions on relevant rules and procedures.
Drives results: Consistently achieves results, even under tough circumstances. For example, does what is necessary to meet goals and deliver expected results with acceptable quality. Shows consistent effort to complete even unpleasant or routine tasks in a timely manner; maintains work focus despite obstacles or setbacks.
Instills trust: Gains the confidence and trust of others through honesty, integrity, and authenticity. For example, acts consistently with the organisation’s policies and practices. Shows honesty and candour when working with others. Honours agreements and meets commitments.
Strategic mindset: Sees ahead to future possibilities and translates them into breakthrough strategies. For example, sees how own work connects to the broader organisation’s strategy. Understands what actions to take to help the organisation reach its goals. Spots trends and asks about future issues that may impact own work.
Technical Competencies
Verbal Communication: Uses clear and effective elementary verbal communications skills under supervision to express ideas, request actions and formulate plans or policies.
Numerical Skills: Uses an elementary understanding of numerical concepts to perform mathematical operations such as report analysis under supervision.
Computer skills: Supports business processes without supervision by understanding and effectively using standard office equipment and standard software packages, while providing technical guidance as needed.
Planning and Organising: Works under supervision at an elementary level to plan, organize, prioritise and oversee activities to efficiently meet business objectives.
Policy and procedures: Works under supervision at an elementary level to develop, monitor, interpret and understand policies and procedures, while making sure they match organisational strategies and objectives.
Data Collection and analysis: Works under guidance (but not constant supervision) to analyse data trends for use in reports to help guide decision making.
Data Management: Works under guidance (but not constant supervision) to acquire, organize, protect and process data to fulfil business objectives.