Personal Assistant
2 months ago
Roles and Responsibilities:
1. Administrative Support:
- Manage the Director's calendar, scheduling meetings, appointments, and travel arrangements.
- Prepare and organize meeting agendas, take minutes, and distribute them as needed.
2. Communication Management
- Serve as the first point of contact between the Director and internal/external stakeholders.
- Coordinate and facilitate communication between departments and with external partners.
3. Document Preparation and Management
- Prepare reports, presentations, and documents for meetings, ensuring accuracy and timeliness.
- Maintain and organize files, both electronic and paper, ensuring confidentiality and easy retrieval.
- Assist with the preparation of proposals, contracts, and other business documents.
4. Project Management
- Assist in the planning and execution of company projects, ensuring deadlines are met and objectives are achieved.
- Coordinate with other departments to gather information, track project progress, and report to the Director.
- Monitor and follow up on pending tasks and project milestones.
5. Travel and Event Coordination
- Arrange travel itineraries, accommodations, and transportation for the Director and other executives as needed.
- Organize company events, meetings, and conferences, handling logistics, invitations, and catering.
- Ensure all travel and event-related expenses are tracked and reconciled.
6. Negotiation and Relationship Management
- Assist the Director in negotiations with clients, vendors, and other external parties.
- Prepare negotiation strategies, research, and relevant documents to support the Director in achieving favorable outcomes.
- Build and maintain strong relationships with key clients, vendors, and partners, ensuring effective communication and follow-up.
- Coordinate and facilitate meetings with external parties, ensuring the Director is well-prepared for negotiations.
7. Confidentiality and Discretion
- Handle sensitive information with utmost confidentiality and professionalism.
- Act as a trusted advisor to the Director, providing support in decision-making and strategic planning.
- Maintain a high level of discretion in managing the Director’s personal and professional matters.
8. Office Management
- Ensure the Director's office is organized and well-equipped with necessary supplies.
- Liaise with the office manager or facilities team to address any office-related issues.
- Coordinate with IT support to ensure the Director’s technology needs are met.
9. Support in Strategic Initiatives
- Assist the Director in research and analysis for strategic initiatives and business development.
- Provide insights and feedback on operational processes and potential improvements.
- Support in implementing new policies, procedures, and systems as directed by the Director.
10. Personal Errands
- Occasionally assist the Director with personal tasks, such as managing household matters, as required.
- Coordinate with personal service providers (e.g., travel agents, household staff)
**Benefits**:
- Health insurance
- Provident Fund
Schedule:
- Day shift
**Education**:
- Diploma (required)
**Experience**:
- total work: 2 years (required)
**Language**:
- English (required)
Work Location: In person
Application Deadline: 13/08/2024
Expected Start Date: 15/08/2024
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