SUMMARY:
PA to Director/Receptionist
POSITION INFO:
PA diploma and proven work experience as a PA (Min 2 years).Extensive experience in taking minutes, or performing secretariat functions and report writing. Ms Office suite - Advanced level skills in word for windows , Microsoft power point , intermediate level Microsoft Excel. Knowledge of office management systems and procedures. English proficiency. IT literacy. Driver’s license. Skills and attributes: Business wear and professional. Dynamic. Flexible. Ability to take initiative, ability to multi task and prioritise daily work load. Tactical , accuracy and pay attention to detail. Self-motivated, calm , and maintain confidentiality. Good written , spoken communication skills and excellent interpersonal skills. Outstanding organisational and time management skills. Up to date with latest office gadgets and applications Be prepared to work 9 to work and overtime during peak times and when deadlines are close.
DUTIES: Diary management –liaise with manager to discuss emerging priorities, make appointments, arrange parking, ensure that meeting packs for all the managers meetings are prepared in advance for manager. Liaise with clients competently - Act as a point of contact between internal and external clients , meet and greet visitors, answer calls , screen and direct phone calls and handle enquiries. Manage correspondence - read , monitor and respond to email from the manager , deal with incoming mail and correspondence, distribute correspondence , prepare correspondence on behalf of the manager and delegating work on behalf of manager when requested. Logistics management - Organising travel, making travel arrangements, preparing travel itineraries , planning and organising meetings , book venues , planning and organising events, draft communications on behalf of the manager, Sourcing , ordering stationery and office equipment. Secretariat - Taking notes at meetings , crafting action points and writing minutes ,preparing papers for meetings , taking dictation, attending meetings , typing documents. Managing and reviewing filing and office systems- filing , data management and tracking submissions, organising and maintain office systems. Office management – Package documents to enable processing of invoices and shifting of funds and preparing budgets , assist to research concepts , format report s , briefing notes consolidate weekly, monthly , etc. Office based but may travel to go to meetings and other events
NB! This job is now closed. You can apply for other jobs by uploading your CV.
