Personal Assistant

Job description

Position Purpose

Provides indispensable support through proactive management, effective scheduling and by being very attentive to detail. Develops a deep understanding of the needs / preferences of the line manager and focuses, ensuring the smooth running of their office

Principal Accountabilities

Daily management and administration

• Manage diary; understanding the importance of key meetings, building flexibility into the diary and anticipating needs and occurring details
• Organize internal and external meetings including arranging room bookings, equipment and catering needs
• Prepare letters, reports, memos and other documents in a clear and compact way
• Screen incoming telephone calls; direct them appropriately
• Review incoming correspondence, distribute and respond accordingly. Follow up where necessary
• Prepare documentation such as agendas and figures for meetings/ presentations and co-ordinate any project work
• Ensure correct briefing notes or papers for meetings
• Meet and greet visitors in a professional manner; ensure they leave with a positive experience
• Taking detailed and accurate notes in meetings as and when required
• Create and maintain accurate filling systems
• Make and coordinate extensive travel arrangements in line with Company policy
• Ensure stationery supplies are maintained
• Provide support for all other administrative tasks as directed
• Manage the preparing of payroll and holiday requests relating to direct reports of the CEO
• Maintain the organizational charts for areas of responsibility
• Process expenses and track corporate card activity within Company guidelines / timeframes
• Remember deadlines and prompt where necessary
• Signing – ensuring that the team’s paperwork and legal correspondence is signed and tracked.
• Communication
• Ensure the CEO knows where he needs to be throughout the day. Prompts him where necessary
• Communicate clearly, confidently and in a professional manner at all levels both internally and externally
• Deal with all enquiries and requests promptly only escalating to the CEO when necessary
• Uses initiative to solve problems without the need to escalate
• Build and maintain strong working relationships with key contacts within global organization to ‘make things happen’
• Work in partnership with other back office staff both internally and externally
• Convey a professional image for the company at all times, exercising tact and diplomacy in handling a range of situations of differing content and complexity
• Handle sensitive information with the highest level of discretion and confidentiality

Requirements

• Excellent working knowledge of and proficiency with Microsoft Outlook, Word, Excel, PowerPoint, Project.

Other

• Organize and co-ordinate various events as directed e.g. Strategy Days, Conferences, Team events etc.
• Prepare and circulate the information memos in line with company requirements.
• Monitor internet to gather commercial relevant information.

Key Performance Indicators (KPI’s)

• Work is accurate
• 100% aware of all ongoing work with its deadline
• Street smart
• Seamless support
• Schedules managed effectively
• Their office delivers to deadlines

Competencies

• Integrity & Trust
• Resilience & Composure
• Planning & Organizing
• Communication
• Working with others
• Applying job knowledge
• Pleasant disposition