Job Description
In line with enhancing career progression of staff and to support business growth, we seek to recruit a qualified, experienced, self-driven, highly motivated and passionate candidate to fill the position outlined below.
Reporting to the Group Director- Brand Strategy and Customer Experience Innovation, the Personal Assistant will assist to provide efficient, responsive and excellent administrative organizational and logistical service to the Department in order to provide a conducive environment to enable the department to meet its goals.
Have daily Diary meetings with line manager to discuss upcoming engagements and invitations, booking of meetings appropriately as per LINE MANAGER’S availability and schedule Meetings between the LINE MANAGER and the direct reports.
Timely and appropriately booking of travel and accommodation for LINE MANAGER’s trips as well as co-ordinate and handle professional travel logistics for the team
Liaise with relevant individuals, external organizations: to arrange meetings, prepare agendas and draft minutes of all meetings
Plan, organize and manage own workload and that of the Department to ensure that all the reports are processed and submitted in a timely and accurate manner
Ensure that all calls to the LINE MANAGER are effectively and efficiently handled
Preparing e-mails, letters, memos for the LINE MANAGER’s validation, sort and review incoming mail for the department and distribute to the team
Maintain a comprehensive filing system -Ensure that all documents in the LINE MANAGER’s office are well filed and confidentially maintained
Ensure that all the visitors to the LINE MANAGER’s office are well handled and assisted
Collect and open mail addressed to the Directors
Tabulate and retrieve official expenditures and claims
Prepare Powerpoint presentations and reports as per the request
Liaise with managers in Head Office and opcos, and / or with partners / vendors to ensure timely production of documents and reports as requested for by the Directors
Attend functional meetings and document key information and decisions as and when required
Analyze basic information in response to queries to the dept.
Organize materials and logistics for external auditors
Handle procurement for the department-stationery, office tools, ordering business cards
Requirement
Bachelors Degree in Business Administration
Diploma in Secretarial Studies
Diploma in Management/Leadership/Communication
At least 5-year experience as a PA or Secretary in an administrative role in a senior or executive management role
Excellent written and oral communication skills;
Excellent word processing and IT skills, including knowledge and proficiency to at least intermediate levels in a
range of office software, including Microsoft Word, Excel, PowerPoint and Outlook
Honesty and reliability
Excellent organizational skills
Accuracy
The ability to work on your own initiative and to tight deadlines
Flexibility and adaptability to juggle a range of different tasks needing to be undertaken simultaneously
An understanding of confidentiality issues and the use of discretion
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