The Personal Assistant (PA) will play a crucial role in supporting the directors with their deal-making and project work. This role requires a resourceful individual who is proficient in productivity tools, artificial intelligence (AI) applications, and information search. The ideal candidate will be highly organized, possess strong emotional intelligence (EQ), and be capable of handling high-pressure situations with grace. A willingness to learn and continuously upgrade skills is essential.
*Key Responsibilities:*
1. *Administrative Support:*
- Manage and prioritize the directors' schedules, including meetings, appointments, and travel arrangements.
- Prepare and organize documents, reports, presentations, and other materials required for meetings or project work.
- Handle correspondence, including emails, calls, and letters, ensuring timely responses and follow-ups.
2. *Project Management:*
- Assist in the coordination and management of projects, including setting timelines, tracking progress, and ensuring deliverables are met.
- Work closely with various departments to ensure that project tasks are completed on time and align with the directors' objectives.
- Conduct research and gather information necessary for project planning and decision-making.
3. *Deal Support:*
- Assist the directors in preparing for negotiations, including gathering and analyzing data, preparing briefs, and drafting agreements.
- Track and document the progress of deals, ensuring all necessary steps are completed and that all parties are kept informed.
- Coordinate with external partners, clients, and stakeholders as needed to support deal execution.
4. *AI and Productivity Tools Utilization:*
- Utilize AI tools to automate routine tasks, enhance productivity, and support decision-making processes.
- Stay updated on the latest productivity and AI tools, integrating them into daily tasks to improve efficiency.
- Provide training or guidance to other team members on the effective use of AI and productivity tools.
5. *Information Search and Analysis:*
- Conduct thorough research on various topics related to the directors' projects and deals, including market trends, competitor analysis, and industry developments.
- Summarize and present findings in a clear and concise manner, providing actionable insights to support the directors' decision-making.
- Keep abreast of new information sources and research methodologies to ensure the directors have access to the best and most relevant data.
6. *Emotional Intelligence and Stress Management:*
- Maintain a calm and professional demeanor, especially in high-pressure situations, and effectively manage stress.
- Demonstrate high EQ by understanding and managing the directors' expectations, moods, and communication styles.
- Serve as a trusted confidante, offering support and advice while maintaining discretion and confidentiality.
7. *Learning and Development:*
- Show a strong commitment to continuous learning by staying informed about industry trends, new tools, and best practices.
- Proactively seek opportunities for professional development, including attending workshops, courses, and seminars relevant to the role.
- Adapt to new challenges and changes in the workplace, showing flexibility and a positive attitude towards learning new skills.
*Personality Traits:*
- Versatile and adaptable, able to handle a wide range of tasks and challenges with ease.
- Enjoys learning and is motivated to constantly upgrade skills and knowledge.
- Proactive, resourceful, and self-motivated, with a strong sense of initiative.
- High EQ, with the ability to manage stress, communicate effectively, and build strong relationships.
- A keen interest in AI, technology, and productivity tools, with the ability to quickly learn and apply new technologies.
*Qualifications:*
- Minimum Diploma in business administration, communications, or a related field is preferred.
- Proficiency in using productivity tools (e.g., Microsoft Office, Google Workspace) and AI applications.
- Knowledgeable in commodities international trade, BL, LC
- Excellent organizational, time management, and multitasking skills.
- Strong communication skills, both written and verbal.
- Class 3 driving license is preferred.
*Performance Expectations:*
- Demonstrates consistent high performance under pressure and meets tight deadlines.
- Efficiently manages the directors' time and resources, ensuring smooth and productive operations.
- Continuously seeks ways to improve processes and support the directors in achieving their goals.
This role offers an exciting opportunity for a motivated individual to make a significant impact in a dynamic and fast-paced environment. The PA will be a key partner to the directors, ensuring that they can focus on their strategic objectives while the day-to-day operations and projects are handled with precision and care.
