The role is to provide high-quality executive personal assistance and administrative support to the Managing Director. Provide an efficient and responsive administrative, organizational, and logistical service to the Managing Director, helping her to manage and prioritize her time.
This position will be of key importance within the organization and the successful candidate must have previous experience in a fast-paced customer-facing environment.
The job holder will need extensive knowledge of the organization, including the company's aims and objectives.
The Managing Director will rely heavily on the jobholder, trusting that work will be handled effectively and efficiently in her absence.
Discretion and confidentiality are therefore essential attributes of this role
Competency / Skill / Requirements
Bachelor's degree in business administration and related field
2-3 year of work experience in related field
Excellent MS Office knowledge
Outstanding organizational and time management skills
Familiarity with office gadgets and applications (e.g. e-calendars and copy machines)
Advanced proficiency in managing documents, spreadsheets, and database
Ability to liaise internally and external administrative matters
Proficiency in appointment scheduling and call forward system
Excellent verbal and written communications skills
High level of discretion and confidentiality
Multitasking and time management skills
Evidence of an ability to think outside the box and generate and implement a creative solution
Must be between 28-32 years of age
Diary management outlook experience essential
Business travel booking flights, hotels, car hire, valet parking, etc
Maintaining MD’s planner
Reconciling monthly expenses
Fielding calls for MD & taking messages
HR Administration contracts / offer letters, relevant paperwork, maintaining personnel files.
Organizing food / refreshments for business lunches
Provide cover when necessary for Reception duties
Inputting and updating contact details into Outlook
Managing office facilities to ensure order and cleanliness
Managing landscapers / gardener contract
Carrying out research for particular projects as requested by MD
Organizing corporate & staff events
Assisting with the organization of exhibitions and possibly attending if required
Taking minutes at various management meetings & typing up minutes
Organizing interviews / liaising with candidates and recruitment teams
Purchasing various items for MD as and when required
Paying personal bills for MD
Organizing medical / dental appointments
Organizing MD’s personal / family cars insurance, MOT, servicing, repairs, etc.
Assisting MD with personal holiday / events
Ad hoc paperwork & duties