Job Position: Personal Assistant

Job Summary:

We are looking for a passionate and highly organized Personal Assistant with a strong ability to provide close, proactive support to the executive’s daily activities. The role requires managing schedules, coordinating meetings, and handling correspondence with a high level of discretion and confidentiality. The position holder will be responsible for tracking follow-ups, prioritizing and responding to inquiries, and ensuring timely handling of requests and communications. As the first point of contact for the Executive Office, the Personal Assistant will liaise with internal teams and external stakeholders, screen calls and messages, and ensure smooth communication flow while supporting the executive in achieving operational and strategic objectives.

Duties and Responsibilities

• Organizing a manager’s diary and making appointments and facilitating appointments, meetings, and conferences;
• Manage CEO’s domestic and foreign travel arrangements, prepares itineraries, and maintain all travel records;
• Preparing and maintaining the data shared between the departments and recording the information accordingly;
• Maintain electronic and paper records ensuring information is organized, kept in a confidential manner and easily accessible;
• Facilitates and manages the day-to-day and periodic predictable schedule of the CEO’s;
• Planning office activities and events, and attending on behalf of the CEO as required;
• Ensure the effectiveness of the communication and relation of each unit as well as the coordination with the Executive Office;
• Ensures the regular meeting action items are documented and decisions communicated;
• Handle and prioritize all outgoing and incoming correspondences and redirect important calls and emails to the Executive;
• Meeting callers or guests coming from different organizations, identifying the matter, referring to the concerned body, responding directly or arranging appointments;
• Create and organize information, and generate reference tools for ease of access and use;
• Prepare invoices or financial statements and provide assistance in bookkeeping and verifying receipt of supplies;
• Assists in typing circulars, memos, reports, and confidential letters, as required
• Ensure periodical reports from all departments are timely prepared and submitted to the CEO’s office;
• Respond inquiries and resolving problems to the level of the work environment;
• Assists in the preparation and editing of proposals, reports, and other documents produced by the office;
• Ensure efficient and effective administrative support is provided to the CEO;
• Ensuring that the organization policies, rules, and regulations are followed properly
• Maintaining detailed and accurate records of all correspondences all the time;
• Other tasks assigned by your immediate supervisor

Requirements

Academic qualification 

• Bachelor’s degree in Management, Business Administration, Marketing Management or related fields  

Additional qualifications 

• Proven work experience as a Personal Assistant
• Excellent verbal, as well as written communication skills 
• Proficient in MS Office and “back-office” software (e.g. ERP)
• Outstanding organizational and time management skills
• Methodical thinker with detailed research proficiency
• Excellent communication and negotiation abilities
• Self-motivated and result-oriented 
• Honest and confident
• Exceptional time and stress management skills

Years of experience: 3+ years of experience, of which at least 3 years in a similar role

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