To excel in this role, we are seeking candidates with the following skills:
- Diploma or Certificate in Business Administration or a related field
- Min 5 10 years of experience as a personal assistant or executive assistant
- Excellent communication and interpersonal skills
- Proficiency in Microsoft Office and other software applications
- Ability to work independently and under pressure
- Attention to detail and problem-solving skills
- Strong organizational skills
- Ability to multitask and prioritize tasks effectively
Responsibilities:
- Managing Schedules: Organizing and managing the executive’s calendar, scheduling meetings, appointments, and events, and ensuring that they are aware of their daily/weekly itinerary.
- Communication Management: Handling phone calls, emails, and other forms of communication on behalf of the executive, filtering and prioritizing messages, and responding when appropriate.
- Travel Arrangements: Making travel arrangements, including booking flights, hotels, transportation, and preparing itineraries for business trips and personal vacations.
- Documentation and Filing: Handling paperwork and documentation, such as contracts, invoices, and other important documents, and maintaining an organized filing system.
- Meeting Support: Assisting in preparing meeting materials, agendas, and presentations, as well as taking meeting minutes and following up on action items.
- Data Management: Managing contact lists, databases, and other information relevant to the executive’s work.
- Confidentiality: Maintaining confidentiality of sensitive information and handling it with utmost discretion.
- Project Coordination: Assisting in coordinating and managing various projects, ensuring that deadlines and deliverables are met.
- Prioritization: Helping the executive prioritize tasks and manage time effectively to maximize productivity.
- Event Planning: Assisting in organizing company events, conferences, and team-building activities.
- Expense Management: Handling expense reports, reimbursements, and keeping track of budgetary matters.
- Miscellaneous Support: Providing general administrative support, such as photocopying, filing, and office organization.
You will be a valuable extension in the assistance you provide to the HOD by ensuring the smooth functioning of daily activities and enabling the HOD to focus on strategic decision-making and important tasks.
Please submit your updated CV, and if you meet the criteria, we will reach out to you for further discussions. If you have not had a response within 2 weeks, please consider your application unsuccessful.
