POSITION : Personal Assistant to Managing Director 

Responsibilities

• To filter incoming mail: sorting, redirecting and taking action as appropriate.
• To prepare letters, schedules, proposals and presentations to high standards and without errors.
• Liaise with Vendors or Business Counterparts representing me or my Organisations; negotiating, discussing and planning.
• Handling of financial resources and will be expected to be able to make sound decisions and exhibit sound judgement.
• Ensure busy diary commitments, papers and travel arrangements are managed effectively, including producing a daily folder with diary, necessary papers etc. and troubleshooting problems.
• Conduct weekly diary meetings with the MD to discuss upcoming engagements, invitations and other requests.
• Coordinate travel and accommodation requirements in connection with others and ensure arrangements in place for the MD match his requirements.
• Filter general information, queries, phone calls and invitations to the MD by redirecting or taking forward such contact as appropriate.
• Maintaining all personal and professional files, ensuring that a comprehensive filing system is in place.
• Handle and coordinate personal and family logistics, operations and schedules.

 Competencies:

• Planning and Organisation.
• Ability to prioritise administrative duties, organise and work for self and MD in an environment with multiple and conflicting demands.
• Ability to complete work within set times.
• Integrity and maintaining confidentiality.
• Able to maintain confidentiality of all organisation and personal information.
• Possess and follow professional standards and principles within the workplace at all times.
• Quality of work and attention to detail.
• Performs work at a high level of competence, demonstrating sound grammatical skills and a strong attention to detail.
• Flexible and mature approach with ability to work unsupervised.
• Communication Skills.
• Effective verbal communication skills.
• Prepares a variety of written communication, including emails, letters, request and formal correspondence.
• Client Relationship Skills.
• Establish strong working relationships with internal and external stakeholders.
• Adaptability.
• Remain effective when faced with changing tasks, responsibilities or people.
• Work as part of a team, but can also work autonomously and proactively, displaying initiative and problem-solving skills.

IT Skills:

• High-level knowledge of MS Outlook Word, Excel & PowerPoint.
• Fast and accurate keyboard skills

Education and Experience

• University Degree (a foreign degree will be an added advantage)
• Masters Degree will be an added advantage
• Membership of Professional Organization will be an added advantage.
• 4 years experience in a medium sized organisation