Personal Assistant to the Managing Director

Application Deadline Mar 29, 2016

Job Description
To provide secretarial and administrative support to the Managing director.
Must be reliable, able to work flexible hours and must understand the need for confidentiality in all areas of work.
Duties
Management of the CEO’s Diary
Ensure CEO’s office is neatly arranged for the da’s work
Screening telephone calls, enquires and requests and handling them when appropriate.
Help CEO manage output, workflow and office deadlines
Organizing and attending meetings, and ensuring the CEO is well prepared for meetings
Collect all mails addressed to the CEO
Take minutes of all meetings
Draft, type and dispatch CEO’s correspondence
Liaise with relevant individuals, external organizations e.t.c to arrange meetings prepare agenda and draft minutes
Maintain a comprehensive filing system
Co-ordinate CEO’s local and international travelling arrangements
Make research, media relations and promotional work on behalf of the CEO
And any other duties that may be assigned.
Other Duties:
Answer high volume of phone calls and maintain a rapid response rate according to agreed standards
Log information on calls received where required and maintains detailed and accurate records
Maintain the attendance register and enter such data into the prescribed format in the system
File data and perform other routine clerical tasks as assigned and for other departments as needed
Order and maintain relevant office supplies for effectiveness of personal duties.
Operate a variety of standard office machines including a personal computer, calculator, photocopy machine, printers, scanners e.t.c
Communicate and liaise verbally and in writing with customers/suppliers/visitors/enquiries and relevant staff and interpret and respond clearly and effectively to spoken requests over the phone or in person and to verbal and written instructions.
Establish and maintain effective working relationships with co-workers, supervisors and the general public.
Supervise the office assistant in the execution their duties and ensure his task is accomplished everyday
Assist the Human Resource Department as the need arises
Qualifications
A first Degree in Social Sciences from a recognized University
Minimum of 2 years working experience in similar role
Key Skills/Competencies:
Good organizational skills
Interpersonal skills
Confidentiality
Proficient use of Microsoft Office Package
Communication skills
Ability to take initiative and multi-task