Job Description
- Excellent administrative/secretarial skills. Ability to work independently, set priorities and manage workload. Display initiative, flexibility, efficiency, tact and diplomacy at all times.- Excellent interpersonal skills
- Diary management (paper and electronic) – allocates and prioritizes time.
- Travel booking including, flights, accommodation, cars and any visas that may be required. Coordinate arrangements internationally, ensuring all required connections, visas, itineraries and travel documents are provided
- Scheduling meetings – arrange internal/external meetings/teleconferences, including researching dates for events, coordinating participation, booking rooms
- Set-up of Video Conferencing, Audio Conferencing and Web Conferences.
- Process expenses and track accordingly- Costs/budget – process invoices as appropriate.- Set up and maintain paper based and electronic filing systems and contact lists.
- Print paperwork as required, copying, faxing, scanning, distribution and electronic filing of documents.
- Handle arrangements for external/internal visitors to ensure they have positive experience when visiting offices.
- Team meetings management – select venue, collate pre-read and meeting details to send out prior to event. Also need to organize transfers to/from airport, dinner venues, choose menus, etc.
- Assisting in preparation of documents, reports, presentation material
- Ad hoc admin tasks, for example, couriering of documents, arranging hospitality, car bookings, managing office supplies, photocopying and faxing- Maintaining organization charts, SharePoint and webpages
Job Requirements
- University degree holder
- Excellent administrative/secretarial skills.
- Ability to work independently, set priorities and manage workload
- Display initiative, flexibility, efficiency, tact, and diplomacy at all times
- Excellent interpersonal skills
- Substantial experience as a Personal Assistant/Management
- Restricted/sensitive information to be treated with a high degree of confidentiality
- Professional, flexible and pro-active attitude.
- Ability to multi-task and manage high workload to tight timelines.
- A high level of interpersonal skills and team working, able to communicate effectively at all levels including senior management.
- PC literacy: Experienced in MS office applications and ability to quickly gain competence in other IT software.
- Proficiency in systematically maintaining accurate records pertaining to activities such as meeting, travel, correspondence, and events.
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