Job Description

Personal Assistant to Managing Director

Reports To

Managing Director

Job Purpose

To support the Managing Director in achieving efficiency and productivity in both professional and personal matters. This includes managing schedules, communication, information flow, and specific projects while maintaining confidentiality, discretion, and a proactive approach to anticipating needs.

Key Responsibilities

Calendar and Schedule Management:

Maintain and organize daily, weekly, and monthly calendars.

Arrange and confirm appointments, meetings, and events.

Coordinate travel arrangements, including travel, accommodation, and itineraries.

Send reminders and updates as needed to keep schedules running smoothly.

Communication Management:

Screen and manage incoming calls, emails, and correspondence.

Draft, format, and proofread emails, memos, and other communication on behalf of the Managing Director.

Liaise with internal and external stakeholders, including staff, clients, referrers, vendors, and service providers.

Take accurate messages and follow up on action items promptly.

Document and Information Management:

Organize and maintain files, records, and important documents, both digital and hard copy.

Prepare presentations, reports, and meeting materials as needed.

Assist with data entry, research, and record keeping.

Task and Project Coordination:

Assist in the planning, coordination, and execution of special projects or events.

Track project timelines and deliverables, providing regular updates to the Managing Director.

Work cross-functionally with other departments or external partners as required.

Personal Assistance:

Run personal errands and manage personal appointments (doctor, dentist, family obligations, etc.).

Coordinate household management.

Make personal purchases, handle gift buying, and manage special occasions.

Ensure confidentiality and discretion in all personal matters.

Travel and Logistics:

Organize all aspects of domestic and international travel.

Prepare comprehensive travel itineraries with necessary documentation.

Anticipate and resolve any travel-related issues quickly and efficiently.

Expense Management:

Monitor and process expense reports, receipts, and reimbursements.

Confidentiality and Discretion:

Maintain a high level of confidentiality regarding sensitive information.

Exhibit discretion and professionalism in both internal and external communications.

Key Skills and Competencies

Excellent Organizational Skills: Ability to multitask, prioritize, and manage time efficiently.

Communication Skills: Strong verbal and written communication, with attention to detail and clarity.

Proactive Attitude: Initiative to anticipate needs, solve problems, and act independently.

Technical Proficiency: Competence with office software (Word, Excel, PowerPoint, Outlook), internet research, and communication tools.

Discretion and Integrity: Trustworthy with confidential information, honest, and ethical in conduct.

Adaptability: Capable of adjusting to changing demands in a fast-paced environment.

Attention to Detail: Accurate and thorough, with an ability to spot and correct errors.

Cultural and Interpersonal Sensitivity: Ability to work well with diverse individuals in various settings.

Problem-Solving Skills: Resourceful and creative in finding solutions to unexpected challenges.

Flexibility: Willingness to work outside standard hours as needed.

Qualifications

Previous experience in a personal assistant, or executive assistant role is highly desirable.

Proficiency with office management systems and procedures.

Valid driver's license and access to reliable transportation required.

Strong references attesting to professionalism, discretion, and reliability.

Working Conditions

Typical work is based in an office setting.

May involve travel, irregular hours, or on-call availability.

Role may require flexibility to address urgent matters outside of regular business hours.

Performance Expectations

Maintain a consistently high standard of professionalism and confidentiality.

Demonstrate initiative and responsiveness in all tasks.

Meet deadlines and manage competing priorities effectively.

Communicate proactively and respectfully with Managing Director and stakeholders.

Adapt quickly to changing needs and unforeseen challenges.

Sample Day-to-Day Duties

Start the day by reviewing the managing Director's calendar and preparing a prioritized task list.

Respond to emails and phone messages, filtering out non-urgent communications and escalating critical issues.

Coordinate and confirm logistics for meetings and appointments, ensuring all required materials are prepared.

Arrange travel, book reservations, and send necessary documentation to the Managing Director.

Run personal errands discreetly and efficiently.

Handle confidential documents and correspondence with utmost care.

Research solutions to unique challenges or special requests as they arise.

Personal Attributes

Highly organized and detail-oriented

Resourceful and able to handle unexpected situations gracefully

Discrete and trustworthy with sensitive information

Positive attitude and strong work ethic

Respectful and professional in all interactions

Application Instructions

Candidates interested in the Personal Assistant position should submit a current CV and a cover letter highlighting relevant experience.. Shortlisted applicants may be invited for an interview and skills assessment.

In summary, the role of a personal assistant is as demanding as it is rewarding, offering opportunities to develop key professional skills and to make a meaningful contribution to the success and well-being of those they support.

Job Type: Full-time

Pay: 28,200.00-32,200.00 per year

Benefits:

Company events Company pension Free parking On-site parking Sick pay
Work Location: In person