Personal Assistant

Full Time Personal Assistant

Role: To provide high quality executive personal assistance and administrative support to the  Company Director in all operational and strategic activities.

Key Responsibilities

• Managing the Director's diary, appointments, meetings, and domestic and international travel arrangements to ensure effective scheduling and coordination of business activities.
• Screening incoming telephone calls, emails, correspondence, and enquiries, and responding or redirecting matters as appropriate on behalf of the Director.
• Researching, compiling, and preparing reports, briefing notes, presentations, correspondence, and other business documents to support management decision-making.
• Preparing, formatting, proofreading, and maintaining confidential business correspondence, reports, and executive documentation.
• Coordinating meetings, conferences, and business functions, including preparing agendas, organising meeting materials, and arranging meeting logistics.
• Attending meetings, acting as secretary, recording accurate minutes, and distributing meeting outcomes and action items within required timeframes.
• Maintaining confidential files, records, and document management systems to ensure accurate and secure storage of business information.
• Processing and prioritising incoming and outgoing correspondence, communications, and documentation, ensuring urgent matters are brought to the Director's attention.
• Liaising with internal staff, clients, suppliers, government authorities, and other stakeholders on matters relating to the organisation's operations and business activities.
• Monitoring follow-up actions arising from meetings, correspondence, and management instructions to ensure deadlines and business requirements are met.
• Assisting in the preparation and coordination of business reports, presentations, and administrative documentation required by the Director.
• Providing high-level secretarial and administrative support to the Director to facilitate the efficient operation of the business and achievement of organisational objectives.

.Skills and Experience

1. Diploma or Advance Diploma with 3 years mandatory work experience in similar position
2. 3 years of experience in the absence of formal qualification
3. High level of planning and organisation skills
4. Excellent administration skills, typing and software skills 
5. Ability to maintain strict levels of confidentiality and a high level of professionalism
6. Strong  command on interpersonal and oral communication 
7. Good organisational and time management skills
8. Ability to effectively supervise other staff if necessary