Job Summary
The primary purpose of the Personal Assistant (PA) is to provide efficient and responsive administrative, organizational, logistical service to the Managing Director by helping him to manage and prioritize his time.
Additionally, the incumbent will work closely with Senior Managerial Staff to provide administrative support, usually on a one-to-one basis as and when needed.

Responsibilities:
First point of contact with people from both inside and outside the organization

Carrying out specific projects and research
Travel arrangements
Minute taking during management meetings
Business administrative duties
Filter general information, queries, and phone calls to the Managing Director by directing or taking forward such contact as appropriate

Management of Diary

Ensure busy diary commitments, papers, and travel arrangements are managed effectively including trouble shooting problems.
Manage and maintain the Managing Director's diary and email account
Conduct weekly diary meetings with the Managing Director to discuss upcoming engagements, invitations and other request
Schedule on behalf of the Managing Director meeting between him and his direct reports and the committees and groups which he is a member to.
Control and maintain electronic diaries

Communications

- Liaise with international offices for communication, publications, and information requests.
- Coordinate briefings and prepare the Managing Director for all engagements.
- Handle calls, emails, and correspondence, responding where appropriate.
- Take minutes and manage meeting follow-ups, Board updates, and conference schedules.
- Liaise with clients, suppliers, account teams, and internal staff.

Personal Assistant

Meeting and greeting visitors at all levels of seniority
Arranging conference calls
Flights, visa, accommodation, car hire, airport transfers etc
Process travel expenses

Business Administrative

Keep and maintain an accurate record of papers and electronic correspondence on behalf of the Managing Director.
Social Responsibility projects on behalf of the company.
Prepare correspondence on behalf of the Managing Director, including drafting of general replies
Minute general meetings as required and complete research on behalf of the Managing Director
Keep and retrieve files
Provide service that is in line with the Managing Director's work habits and performance
Typing, editing, finalization and quality control of investment proposals, letters, presentations, faxes, e-mails, etc.
Company research: resourcing company financials, marketing information
Fulfilling public relations role when appropriate.
Ability to priorities and manage own workload amid conflicting demands and busy work periods
Organizing, planning, booking functions and design the company posters, catalogue and sales brochures

Experience and qualification

Matric, Secretarial Diploma or relevant qualification
MS Office: Advanced level-Word, PowerPoint, Excel and Outlook

Desired Skills:

Executive Assistant
Diary Management
Public Relations
Marketing

DAV jobs

Mine Planner

Personal Assistant/ Marketing

Head of Credit Control

👉 Get the Latest Jobs in Africa Straight to Your Inbox