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 and skills
Proven work experience as a Personal Assistant
Knowledge of office management systems and procedures
MS Office and English proficiency is a must
Outstanding organizational and time management skills
Up to date with latest office gadgets and applications
Ability to multitask and prioritize daily workload
Excellent verbal and written communications skills
Discretion and confidentiality
Additional qualifications
Excellent verbal, as well as written communication skills
Proficient in MS Office and “back-office” software (e.g. ERP)
Thorough understanding of clerical and secretarial principles
Methodical thinker with detailed research proficiencies
Outstanding communication and negotiation abilities
Self-motivated and result-oriented
Honest and confident
Exceptional time and stress management skills
Requirements
Academic qualification
Bachelor’s degree in business administration, Business Management or related fields