Position Summary:
As a Personal Assistant, your primary responsibility will be to provide comprehensive administrative and secretarial support to the President. Be highly mobile to support the President's activities. You will be an essential member of the administrative team, ensuring efficient operations and effective communication within the organisation. Your role will involve managing calendars, organizing meetings and events, handling correspondence, handling confidential information and meticulous with air-travel arrangements with the utmost professionalism.
Job Responsibilities:
Correspondence and Communication:
- Manage incoming and outgoing correspondence, including emails, letters, and phone calls, and prioritize messages appropriately.
- Draft and prepare official correspondence, reports, and presentations as required.
- Ensure effective communication with all stakeholders.
Calendar Management and Administrative Support including:
- Coordinate travel arrangements and accommodation for staff members attending conferences, workshops, or other events.
Meeting and Event Coordination:
- Arrange and coordinate meetings, workshops, and other events, including venue bookings, catering, and logistics.
- Prepare meeting agendas, take minutes, and distribute them to relevant stakeholders.
- Follow up on action items and ensure timely completion.
Confidentiality and Data Management:
- Handle confidential and sensitive information with discretion and maintain a high level of confidentiality at all times.
- Maintain accurate and up-to-date records, databases, and filing systems, both electronically and in hard copy.
Job Requirements:
- High school diploma or equivalent; additional qualifications in office administration or related fields are a plus.
- Proven experience as a personal assistant, executive assistant, or in a similar administrative role.
- Excellent organizational and time management skills, with the ability to prioritize tasks and work under pressure.
- Strong verbal and written communication skills, with attention to detail.
- Proficient in using office software, including word processing, spreadsheet, and presentation applications.
- Discretion and ability to handle sensitive information with confidentiality.
- Strong interpersonal skills and the ability to work effectively as part of a team.
- Flexibility and adaptability to manage multiple tasks and changing priorities.
- Willing to travel on short notice. Involves traveling 30% of your time.
