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Handling Executive Correspondence:
- Work directly with the Director to support all aspects of his daily routine.
- Adaptability- Willingness to be flexible and make necessary adjustments when required.
Managing the Calendar of the Executive:
- Maintain the Director’s calendar, including scheduling meetings, appointments, and speaking engagements. Exercise discretion in committing time and evaluating needs.
Planning and Organizing Meetings:
- Serve as a liaison between the Director, staff, and the public. This includes receiving and screening the visitors, answering a variety of questions with tact and diplomacy, taking messages, and directing calls appropriately for resolution.
- Serve as a primary point of contact between the Director and different Departments, including helping to coordinate the work of the different groups and providing administrative support for meetings.
- Schedule department meetings, and assist in the preparation and distribution of meeting agendas and materials.
- Attend meetings and take notes of discussions, prepare the initial draft of minutes and summaries.
Handling Executive Correspondence:
- Assist the Director in the development of presentations and white papers for internal and external audiences.
- Determine priority of matters of attention for the Director; redirect matters to staff to handle, or handle matters personally, as appropriate.
- Keep the Director advised of time-sensitive and priority issues, ensuring appropriate follow-up.
- Routinely perform a wide variety of support duties.
- Handle printing, mail/overnight packages, copying, filing, and email/messages.
- Sort and triage mail, maintain e-mail and other address directories.
- Compose and prepare letters relating to routine correspondence for the Director’s signature.
Travel Planning and Logistics:
- Maintain the Director’s travel plans (may include domestic and international) and arrangements.
Coordinating Between Departments:
- Coordinate work with other Department Heads as needed; play a key role in coordinating staff efforts both within and outside the departments.
- Provide coordination, monitoring, and communication of projects and programs managed by the Department and the Department Heads (HOD).
- Assist in HOD activities and processes including project planning, intake, prioritization, initiation, execution, and training; as well as in fostering collaboration of end-users and key stakeholders.
Conducting Research and Preparing Reports:
- Complete a variety of special projects including creating PowerPoint presentations, financial spreadsheets, special reports, and agenda material.
- Transcribe source material, prepare documents, reports, tables, and charts, and distribute as appropriate.
Financial Management:
- Preparation and keeping of weekly, monthly, quarterly, and annual reports of company expenses.
- Prepare, reconcile, and submit reports.
Handling Confidential Information:
- Securing all the company’s information on the computer and managing it accurately.
- Maintain confidential and sensitive information.
- Other additional and/or alternative duties as assigned from time to time, including supporting other departments or Executives as needed.
- To attend meetings with customers, university representatives, and officers in the absence of the Director.
Requirements and skills:
- Proven work experience as a Personal Assistant
- Knowledge of office management systems and procedures
- MS Office and English proficiency
- Outstanding organisational 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
- Knowledge on Digital Marketing
- Should be active on Social Media Platforms
