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Job Description
Technical & essential Skills
Personal Assistant to Managing Director
The PA to the managing director must be aware of the organisations aims and objectives and work to help the MD make the best use of his time by assisting in various projects as well as dealing with all secretarial and administrative tasks. The PA will be the first point of contact with both internal and external people. Discretion and confidentiality are essential attributes to be successful at this role.
Job Description
- Diary management
- Complete a broad variety of administrative tasks for the Managing Director including managing an extremely active calendar of appointments, plan, coordinate and ensures the Managing Director’s schedule is followed
- 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.
- Provide a bridge for clear communication and maintain credibility, trust and support between the office of the Managing Director and staff
- Booking meetings/appointments
- Maintaining MD’s travel log
- Maintaining MD’s planner
- Manage the Managing Director’s office ensuring the proper documentation and record keeping
- Work closely and effectively with the Managing Director to keep him well informed of upcoming commitments and responsibilities, and follows up appropriately.
- Ensure the Managing Director is fully briefed on, or prepared for engagements he is involved in.
- Fielding calls for MD & taking messages
- Taking minutes at various management meetings & typing up minutes
- Ad hoc paperwork & duties
- Filter general information, queries, phone calls and invitations to the MD by redirecting or taking forward such contact as appropriate.
Technical & essential Skills
- A good university degree.
- Experience of working for Directors/Senior Management
- Excellent Diary Management with the ability to pre-empt and look ahead at all time
- Essential experience in Microsoft Office – Outlook/Word/Excel/Powerpoint
- Good English knowledge and
- Good transcribing skills
Interpersonal Skills
- Ability to multitask and experience of dealing with a demanding role and high-level workload
- Ability to prioritise work and manage time effectively and be proactive
- Excellent Organisational skills
- Communication skills – the ability to communicate well at all levels
- Demonstrate a professional manner at all times and possess the ability to remain calm under pressure
- Self-motivated
- Ability to maintain a high level of discretion
