About the position
Job Summary
The primary purpose of the Personal Assistant (PA) is to provide efficient and responsive administrative, organizational, logistical service to the Managing Director by helping him to manage and prioritize his time.
Additionally, the incumbent will work closely with Senior Managerial Staff to provide administrative support, usually on a one-to-one basis as and when needed.
Responsibilities:
First point of contact with people from both inside and outside the organization
- Carrying out specific projects and research
- Travel arrangements
- Minute taking during management meetings
- Business administrative duties
- Filter general information, queries, and phone calls to the Managing Director by directing or taking forward such contact as appropriate
Management of Diary
- Ensure busy diary commitments, papers, and travel arrangements are managed effectively including trouble shooting problems.
- Manage and maintain the Managing Director's diary and email account
- Conduct weekly diary meetings with the Managing Director to discuss upcoming engagements, invitations and other request
- Schedule on behalf of the Managing Director meeting between him and his direct reports and the committees and groups which he is a member to.
- Control and maintain electronic diaries
Communications
- Liaise with international offices for communication, publications, and information requests.
- Coordinate briefings and prepare the Managing Director for all engagements.
- Handle calls, emails, and correspondence, responding where appropriate.
- Take minutes and manage meeting follow-ups, Board updates, and conference schedules.
- Liaise with clients, suppliers, account teams, and internal staff.
Personal Assistant
- Meeting and greeting visitors at all levels of seniority
- Arranging conference calls
- Flights, visa, accommodation, car hire, airport transfers etc
- Process travel expenses
Business Administrative
- Keep and maintain an accurate record of papers and electronic correspondence on behalf of the Managing Director.
- Social Responsibility projects on behalf of the company.
- Prepare correspondence on behalf of the Managing Director, including drafting of general replies
- Minute general meetings as required and complete research on behalf of the Managing Director
- Keep and retrieve files
- Provide service that is in line with the Managing Director's work habits and performance
- Typing, editing, finalization and quality control of investment proposals, letters, presentations, faxes, e-mails, etc.
- Company research: resourcing company financials, marketing information
- Fulfilling public relations role when appropriate.
- Ability to priorities and manage own workload amid conflicting demands and busy work periods
- Organizing, planning, booking functions and design the company posters, catalogue and sales brochures
Experience and qualification
- Matric, Secretarial Diploma or relevant qualification
- MS Office: Advanced level-Word, PowerPoint, Excel and Outlook
Desired Skills:
- Executive Assistant
- Diary Management
- Public Relations
- Marketing
