Overall Purpose of the Job:
To
provide an efficient and responsive administrative, organizational, and
logistical service to the MD and helping to manage and priorities his time.
Duties & Responsibilities:
- Manage and maintain the MD’s diary and email
account.
- Filter emails, highlight urgent correspondence
and print attachments where necessary.
- Organise inbound emails into the appropriate
folders and any relevant information to be copied into the correct file on
the hard drive.
- Respond to emails as much as possible in regards
to appointments.
- Ensure busy diary commitments, papers and travel
arrangements are managed effectively including producing a daily folder
with diary, necessary papers etc. and troubleshooting problems.
- Conduct weekly diary meetings with the MD to
discuss upcoming engagements, invitations and other requests.
- Schedule on behalf of the MD meetings between
him and his direct reports and associations to which he is a member.
- Coordinate travel and accommodation requirements
in connection with others and ensure arrangements in place for the MD
match his requirements.
- Filter general information, queries, phone calls
and invitations to the MD by redirecting or taking forward such contact as
appropriate.
- Ensure the MD is fully briefed on, or prepared
for, any engagements he is involved in. Keep and maintain an accurate
record of papers and electronic correspondence on behalf of the MD.
- Prepare correspondence on behalf of the MD,
including the drafting of general replies.
- Minute general meetings as required and complete
research on behalf of the MD.
- Keep and retrieve files.
- Ensure guests meeting with the MD are well taken
care of.
- Any other duty that may be assigned in line with
the MD’s work and preferences
Qualifications
- Bachelor’s degree in Business Administration or
related field from a recognized institution.
- Five (5) years of experience having worked in a
comparable position
- Strong organizational and time management
skills.
- Excellent verbal and written communication
skills.
- Ability to maintain confidentiality and handle
sensitive information.
- Attention to detail and high level of accuracy.
- Ability to work independently and
collaboratively in a team environment.
- Strong problem-solving skills and ability to
adapt to changing priorities and deadlines.
How to Apply
Applicants
who meet the requirements stated above should send their application letter,
Expected salary and detailed CVs with a day– time Telephone number to the email
address: jobs1@hcsaffiliatesgroup.com with
PA TO MD on the Subject line.
