Description:

Job Title: Personal Assistant

Provide full administrative and secretarial support at a senior level to the Managing Director to ensure the smooth management of his/her day-to-day affairs and the most effective use of his/her time. Handle sensitive and complex issues in a professional and objective manner. Take initiative as appropriate, especially in the MD/CEO’s absence.

Main responsibilities

• Manage Director’s electronic diary, assessing priority of appointments and reallocation as necessary.
• Manage MD/CEO’s travel arrangements (including visas/accommodation).
• Process MD/CEO’s correspondence, ensuring that incoming correspondence is dealt with by the MD/or on behalf of the Director, or other staff as appropriate.
• Maintain MD’s office systems, including data management and filing.
• Maintain records of MD/CEO’s contacts.
• Screen calls, enquiries, and requests, and deal with them when appropriate.
• Assist MD/CEO in researching and following up with action on matters that fall within the MD/CEO’s responsibility – chasing responses, and triggering follow-up action.
• Produce documents, briefing papers, reports, and presentations for the MD/CEO.
• Organise meetings and ensure that the MD/CEO is well prepared for those meetings, preparing agendas, pre-meeting briefings, and meeting papers.
• Manage arrangements for Board and Board Committee meetings, including collation/distribution of various reports.
• Meet and greet visitors at all levels of seniority.
• Handle all incoming mail.
• Any other duties as may be required by the MD/CEO

PA’s Requirements:

• Degree in business or related field, BSc/BA in Humanities or Social Sciences
• 2-3 years of experience in cognate experience
• Excellent understanding of business operations and procedures.
• Excellent communication and interpersonal skills.
• Strong organizational and planning skills.
• Tech-savvy and experience MS office
• Multi-task abilities.
• Strong strategic thinking and leadership skills.