Reporting to: Chief Executive
General Description:
The PA/EA to the CE works closely with the CE and line Managers to provide support so that they can focus on their core functions.
In addition to carrying out marketing functions, the PA to the CE of Oasis MedSpa helps the CE manage their schedule and time. The PA also works with internal and external vendors in order to achieve the organisation’s aims and objectives
Duties:
Responding to your the CE’s emails, faxes, posts and other messages
Screening and/or answering phone calls and responding to enquiries,
Preparing correspondence, Memos, presentations, bids, proposals and other write ups on behalf of the CE
Scheduling meetings, preparing agenda and representations as directed by the CE
Meeting and greeting CE’s guests
Recording and filing meeting minutes and notes
Keep log of the CE’s itinerary, schedules, appointments, protocols, to do list and ensure the CE meets all her business obligations.
Ensure meetings that are cancelled are done well ahead of time
Organising travels and preparing travel itinerary
Coordinate travel and accommodation requirements and ensure arrangements in place for the CE matches her specification such as drop-offs, pick-ups, hotels, airlines, activities etc
Planning, organising and managing events as directed by CE or Management team
Attend events/ conduct research, executive summaries, preparing papers for meetings/Presentations and newsletters.
Work with Senior Business Development Executive/General Managerto source and order stationery and office equipment
Devising and maintaining office systems, including data management, filing, etc. to ensure documents can be easily tracked
Create and manage a database of vendors necessary to facilitate the efficiency of your position e.g. car hire services, ticketing agents, bank account officers
Collate and retrieve CE’s official expenditure, collating receipts and all payment documents for financial reconciliations
Conduct weekly diary meetings with the CEO to discuss upcoming engagements, invitations and other requests
Managing and supervising projects on behalf of the CE and or management
Working independently or with external vendors to review, file, maintain and update data, office systems, website information and social media platforms on behalf of the CE and or Management
Liaising with clients, suppliers and other staff as may be requested by management
Banking and other financial transactions and dealings as directed by the CE and/or Management.
Serve as support staff to Line Managers, their team and departments.
Ensure all subscriptions, bills and purchases are carried out according to schedule to manage the efficient running of the CE’s home e.g. Electricity, internet, diesel etc
Ensure domestic staff and or vendors meet their targets and deliverables.
Marketing Responsibilities
Follow up on all CE’s leads to initiate and/or close transactions as directed by the CE
Prepare or work with relevant vendor(s) to prepare marketing material and sell same to existing and/or potential clientele base
Work with Front Desk/Customer Service Representative to ensure the Front office is always stocked with relevant marketing material
Be actively involved in market strategy for client growth for the Spa.
Provide exemplary Attitude to work and the right ethics at the work place and on behalf of Principal and Management.
Be part of Researching New Industry trends, initiatives for driving sales and service delivery.
You are expected to double both as C.E.O personal Assistant and Business development Executive and to exercise all authorities as such
Every other duty as may be assigned by the CE and or Management
Key Competencies
Relevant 4 year University degree
Good knowledge of Microsoft office suite with focus on Word, Excel, PowerPoint and Access
Discretion and confidentiality are essential
Ability to filter information and assess priorities
Attention to detail and maintain professionalism at all times
Experience of diary management/researching and booking of travel and accommodation
Demonstrable experience in an administration role in a highly pressurised environment requiring tact, judgment and discretion in handling internal and external contacts is essential
Desire to learn
Excellent communication skills- verbal and written
Excellent time management and organisational skills
Proven ability to work under pressure and to tight deadlines
Well presented, highly personable, bright, confident personality
Flexible and mature approach with ability to work unsupervised
Confident and able to use initiative and operate independently
Ability to prioritise and manage own workload amid conflicting demands and busy work periods
Ability to think ahead and anticipate needs before they arise
Ability to exercise discretion in dealing with confidential or sensitive matters
Key Performance Indicators
100% on making bookings, cancellations and rescheduling meetings
99.9% on ordering stationery and other office equipment
100% on following social media impact and reporting same to management
100% on stocking front desk with appropriate marketing material
100% on updating all Spa approved information on Social Media platforms
99.9% on set marketing targets
100% on preparing meeting notes, agenda and minutes
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