Job Summary

We are looking for a responsible Personal Assistant to provide comprehensive high-level support to the director.

  • Minimum Qualification: Bachelor
  • Experience Level: Mid level
  • Experience Length: 3 years

Job Description/Requirements

A.    JOB SPECIFICATIONS
You will handle sensitive and complex issues in a professional and objective manner and ensure that his time is used most effectively. You must be proactive, anticipate needs, think critically, and offer solutions to problems with a high level of professionalism by:

•    Acting as the point of contact between the Director, staff and clients
•    Screening and directing phone calls and distribute correspondence.
•    Handling requests and queries appropriately

ACADEMIC & PROFESSIONAL QUALIFICATIONS / TRAINING & WORK EXPERIENCE
•    Bachelor's degree in business, Administrative or a related field
•    3-4 years as a Personal Assistant or related experience
•    Extensive experience of developing good working relationships with key stakeholders at all levels.

KNOWLEDGE AND COMPETENCIES
•    Knowledge of office management systems and procedures
•    MS Office and English proficiency
•    Delivering at Pace
•    Outstanding organizational and time management skills
•    Up to date with latest office gadgets and applications
•    Ability to multitask and prioritize daily workload.
•    Excellent verbal and written communications skills
•    Can think outside the box when it comes to tasks to be done and is innovative.
•    Discretion and confidentiality.

B.    DESCRIPTION OF DUTIES/RESPONSIBILITIES

REGULAR DUTIES/RESPONSIBILITIES

•    Maintain the Director’s diary, ensuring that appointments and relevant information is readily available to facilitate effective meetings.
•    Schedule meetings and manage calendars.
•    Screen and direct phone calls and distribute correspondence.
•    Maintain up to date contacts database for the Directors office to facilitate efficient communication
•    Support in planning and coordinating logistics and documents for local, regional and international visits and meetings for the Director.
•    Maintain an effective filing system for all electronic and paper-based communication/correspondences within the Director’s office ensuring that such information is readily available for day-to-day use. At the same time ensure effective access controls are in place to protect confidential information/ documents.
•    Prepare follow-up correspondences on behalf of the director, including drafting of general replies.
•    Support the director in other day-to-day tasks as needed.
•    Perform any other duties as may be assigned.

PERIODIC DUTIES/RESPONSIBILITIES
•    Taking notes and writing minutes during meetings
•    Conducting or preparing any research that the director may require.
•    Daily/weekly/monthly reports and presentations for the Director.

DELIVERABLES:

•    Deliver timely service for the director.
•    Create a proper follow up process for all correspondences.
•    Maintain a proper filing system for all documents to the director’s office.

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