Personal Assistant to Managing Director

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We are looking for a qualified Personal Assistant cum Admin to Group Managing Director to join our team. You will provide full administrative and secretarial support at a senior level to the Group Managing Director (GMD) to ensure the smooth management of day to day affairs, and most effective use of the GMD’s time. You will be responsible to provide an efficient and responsive administrative, organizational, and logistical service to the GMD, helping him to manage and prioritize his time. You will handle sensitive and complex issues in a professional and objective manner. You will need to assist to manage and maintain the office environment to ensure a safe and pleasant working environment. Discretion and confidentiality are essential and most important attributes of this role apart from professionalism, punctuality and people skills. If this position sounds like you, please do not hesitate to apply. We would love to have you joining our team!

Responsibilities

• Complete a broad variety of administrative tasks for the GMD including managing calendar of appointments, plan, coordinate and ensures the GMD’s schedule is followed and respected; acts in a “gatekeeper” capacity, creating win-win situations for direct access to GMD’s time and office.
• Composing and preparing correspondence; monitors and responds to emails; researches required information or background on organizations and individuals.
• Sets up meeting files, scheduling and calendaring meetings, sets meeting agendas, setting location, time, and appropriate duration, identifying, inviting and confirming participants, facility arrangements where required.
• Prepare travel arrangements, expense reports, and all items needed to ensure the GMD’s successful focus on external relations and organizational growth, including staff flights and accommodation bookings.
• Research, prioritize, and follow up on incoming issues and concerns addressed to the GMD, including those of a sensitive or confidential nature. Consult with the Group Managing Director and relevant Directors in determining appropriate course of action, referral or response.
• Provide a bridge for clear communication and maintain credibility, trust and support between the office of the GMD and staff.
• Work closely and effectively with the GMD to keep him well informed of upcoming commitments and responsibilities, and follows up appropriately. Acts as a “barometer,” having a sense for the issues taking place in the internal and external environments and keep the GMD updated.
• Draft acknowledgement and thank you letters, personal correspondence, NDA's and other tasks that facilitate the GMD’s ability to effectively lead the organization. Prioritize conflicting needs; handle all matter expeditiously, proactively, and follow through on projects to successful completion, often with deadline pressures.
• Filter general information, queries, phone calls and invitations to the GMD by redirecting or taking forward such contact as appropriate.
• Assist in managing the office supplies and environment, maintain office and provide assistance to GMD for office admin matters, including liaising with office building management and other parties, including paying utilities bills on time and coordinate and arrange any repair work to office.
• The job holder may be required to perform other ad-hoc tasks that may be deemed necessary by the GMD from time to time where appropriate and required.

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