Personal Assistant

To provide high-level administrative support and executive secretarial duties to the Managing Director.

KEY RESPONSIBILITIES

     i.        Screening of telephone calls, enquiries, requests and handling them appropriately according to urgency and importance;

   ii.        Organizing, maintaining diaries and making appointments and MD’s agenda coordination;

 iii.        Preparation and organization of the Management Committee and other committees chaired by the MD;

 iv.        Assist the MD in the preparation and organization of meetings of the Board and subcommittees of the Board;

   v.        Recording and maintaining log of documents, briefings, reports and presentations for MD’s office;

 vi.        Use automated office systems to prepare letters, memoranda and reports;

1. Work closely and effectively with the MD to keep the latter well informed of upcoming commitments and activities, following up appropriately;
2. Ensure Quality compliance;

 ix.        Any other related activities as may be assigned;

   x.        Carry out such acts as shall be required for the proper fulfilling of duties listed under items (i) to (ix) above.

RESOURCE TO BE ALLOCATED

(Standard as allocated to employees within Job Level)

QUALIFICATIONS & EXPERIENCE

• A Degree in Management or Business Studies or any other equivalent qualifications;
• At least 5 years’ working experience in the role of Personal Secretary/Assistant;
• Knowledge of modern office practices and procedures and conversant with office packages;
• Knowledge of Board management software would be an advantage.

COMPETENCIES

Required Skills

• Ability to handle confidential and sensitive matters with discretion and tact;
• Ability to work under pressure whilst keeping composure and during odd hours;
• Reliable and trustworthy with a high sense of integrity, responsibility and maturity;
• Having good communication and interpersonal skills;
• Fluent in English and French (written and spoken).