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Personal Assistant To The Managing Director

Closing: Nov 28, 2022

This position has expired

Published: Nov 21, 2022 (11 days ago)

Job Requirements

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Job Summary

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  • 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 him to manage and prioritize his time.
  • This position will be of key importance within the organisation and the successful candidate must have previous experience within a fast-paced customer facing environment.
  • The Managing Director will rely heavily on the jobholder, trusting that work will be handled effectively and efficiently in his absence.
  • Discretion and confidentiality are therefore essential attributes of this role.

Qualifications

  • Minimum of B.Sc. Degree.
  • Minimum of 3 years relevant experience at senior level in a well structured organization.
  • Excellent written, verbal and non-verbal communication skills.
  • Proficiency with applications such as word, Excel and PowerPoint
  • High understanding of Dignity and Diversity in the workplace
  • A good deal of common sense, etiquette and an ability to think on one’s feet
  • Excellent typing skills, speed and accuracy essential
  • Good computer literacy (MS Office, Excel, PowerPoint)
  • Excellent organisational skills
  • Excellent communication skills, both verbal and written
  • Professional telephone manner
  • Proven ability to work under pressure and to tight deadlines
  • Bright, confident personality
  • Well presented
  • Highly personable
  • Flexible and mature approach with ability to work unsupervised
  • Willing to travel.

How to Apply

Interested and qualified candidates should send their CV to the provided email address using the Job Title as the subject of the email.


Responsibilities
  • 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 him to manage and prioritize his time.
  • This position will be of key importance within the organisation and the successful candidate must have previous experience within a fast-paced customer facing environment.
  • The Managing Director will rely heavily on the jobholder, trusting that work will be handled effectively and efficiently in his absence.
  • Discretion and confidentiality are therefore essential attributes of this role.

Qualifications

  • Minimum of B.Sc. Degree.
  • Minimum of 3 years relevant experience at senior level in a well structured organization.
  • Excellent written, verbal and non-verbal communication skills.
  • Proficiency with applications such as word, Excel and PowerPoint
  • High understanding of Dignity and Diversity in the workplace
  • A good deal of common sense, etiquette and an ability to think on one’s feet
  • Excellent typing skills, speed and accuracy essential
  • Good computer literacy (MS Office, Excel, PowerPoint)
  • Excellent organisational skills
  • Excellent communication skills, both verbal and written
  • Professional telephone manner
  • Proven ability to work under pressure and to tight deadlines
  • Bright, confident personality
  • Well presented
  • Highly personable
  • Flexible and mature approach with ability to work unsupervised
  • Willing to travel.

How to Apply

Interested and qualified candidates should send their CV to the provided email address using the Job Title as the subject of the email.


  • Complete a broad variety of administrative tasks for the Managing Director including managing an extremely active calendar of appointments, plan, coordinate and ensures the Managing Director’s schedule is followed and respected; acts in a “gatekeeper” capacity, creating win-win situations for direct access to CEO’s time and office.
  • Composing and preparing correspondence; monitors and responds to emails; researches required information or background on organizations and individuals.
  • Sets up meeting files, scheduling and calendaring meetings, sets meeting agendas, setting location, time, and appropriate duration, identifying, inviting and confirming participants, facility arrangements where required.
  • Prepare travel arrangements, expense reports, and all items needed to ensure the Managing Director’s successful focus on external relations and organizational growth.
  • Research, prioritize, and follow up on incoming issues and concerns addressed to the Managing Director, including those of a sensitive or confidential nature. Consult with the CEO in determining appropriate course of action, referral or response.
  • Provide a bridge for clear communication and maintain credibility, trust and support between the office of the Managing Director and staff.
  • Work closely and effectively with the Managing Director to keep him well informed of upcoming commitments and responsibilities, and follows up appropriately. Acts as a “barometer,” having a sense for the issues taking place in the internal and external environments and keep the CEO updated.
  • Draft acknowledgement and thank you letters, personal correspondence, and other tasks that facilitate the CEO’s ability to effectively lead the organization. Prioritize conflicting needs; handle all matter expeditiously, proactively, and follow through on projects to successful completion, often with deadline pressures.
  • Manage the Managing Director’s office ensuring the proper documentation and record keeping on behalf of the CEO.
  • Filter general information, queries, phone calls and invitations to the MD by redirecting or taking forward such contact as appropriate.
  • Occasionally travelling with Managing Director to take notes or dictation at meetings or to provide general assistance during business trips.
  • Deputizing for the Managing Director, making decisions and delegating work to others in his absence.
  • Ensure the Managing Director is fully briefed on, or prepared for engagements he is involved in.
  • The job holder may be required to perform other ad-hoc tasks that may be deemed necessary.


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