Personal Assistant to the Director
Summary of job
Provide full Managerial, Administrative and Secretarial
support at a senior level to the Director to ensure the smooth management of
her day to day affairs, and most effective use of her time.
Handle sensitive and complex issues in a professional and
objective manner.
Take initiative as appropriate especially in the Director’s
absence.
Responsibilities
Main responsibilities but not limited to:
- Manage
Director’s electronic diary, assessing priority of appointments and
reallocation as necessary.
- Manage
Director’s travel arrangements (including visas/accommodation).
- Process
Director’s correspondence, ensuring that incoming correspondence is dealt
with by the Director/or on behalf of the Director, or other staff as
appropriate.
- Manage
Director’s properties
- Manage
Directors Art Gallery
- Maintain
Director’s office systems, including data management and filing.
- Maintain
records of Director’s contacts.
- Screen
calls, enquiries and requests, and deal with them when appropriate.
- Assist
Director in researching and following up with action on matters which fall
within the Director’s responsibility – chasing responses, triggering
follow-up action.
- Produce
documents, briefing papers, Daily/weekly/monthly reports and presentations
for the Director.
- Produce
basic financial reports for the Director as needed
- Organize
meetings and ensure that Director is well prepared for those meetings,
preparing agendas, pre-meeting briefings and meeting papers.
- Manage
arrangements for Trustees’ and Sub-Committee meetings, including
production/distribution of agenda and papers.
- Meet
and greet visitors at all levels of seniority.
- Supervise
all Trust incoming/outgoing mail.
- Any
other duties as may reasonably be required by the Director.
External relationships
- Director’s
contacts.
- Trustees.
- Trust
funding partners.
- Art
Gallery Clients.
- Property
Guests.
- Conference
facility, catering and accommodation personnel.
- Tour
operators & logistics.
Qualifications
- Educated
to degree level or equivalent.
- Experienced
Personal Assistant at senior management level – Minimum 4 yrs-5
yrs
- Experience
of electronic diary management.
- Experience
of working in a Customer Service environment
- Exceptional
interpersonal and communication skills, to enable professional interaction
with a wide range of contacts, both internal and external on behalf of the
Director
- Ability
to organize and plan own work.
- Excellent
attention to detail, with the ability to maintain a high level of
accuracy.
- A
flexible, pro-active approach to work including the ability to prioritize
and re-prioritize.
- Ability
to work on own initiative.
- Must
be able to deal with sensitive information with discretion and to maintain
confidentiality.
- Excellent
IT skills, including a working knowledge of presentation software
packages, preferably Microsoft Office Word, Excel and PowerPoint.
How to Apply
Email resume to abu.zubedi@plugin-Africa.com
Deadline: 09.04.20
