What we do
The Personal Assistant (PA) will be responsible to manage the GM's office administratively to allow a smooth functioning on a day-to-day basis. The PA will work closely with senior managerial or directorial staff to provide administrative support sought from the GM's office. This position shall serve as the single point of contact for the GM's office, and shall ensure the GM's productive time is organized.
What you will do
- Responsible for being the single-point of contact to the GM's Office
- Responsible for being the single-point of contact to the GM's Office
- Ensures prompt communication internally and externally; drafts correspondence for the GM; responsible for proper documentation and filing
- Manages the calendar of the GM; liaising with internal and external parties to organize and arrange meetings for the GM
- Ensures all activities concerning business travel are coordinated and arranged; supports with personal travel as needed
- Filters general information, queries, phone calls, and invitations to the GM by redirecting or taking forward such contact as appropriate
- Plans, prepares and coordinates for meetings (Monthly meetings, GM and others) and ensures all necessary material and documents are ready in a timely manner
- Drafts minutes of the meetings; on behalf of the GM, coordinates projects/tasks
- Updates the GM database with relevant contacts (i.e. Outlook)
- Coordinates, updates, negotiates and maintains multiple calendars; screens and routes executive calls
- Assists in preparation of presentation materials both in written and electronic formats
- Anticipates and identifies potential problems in relation to issues arising, particularly when priorities can change at very short notice; use own initiative to undertake action to minimize disruption to the scheduled appointments
- Greets and escorts guests to appropriate meeting location
- Provides service that is aligned to the GM's preferences and work habits
- Maintains high level of confidentiality at all times
- Ensure the GM's office is kept up
- Any other duties as assigned by the GM
What you need
- Education: Bachelor's degree or equivalent in a relevant area
- Experience: minimum 5 years of experience in a similar role
- Requires strong communication, attention to detail and quality outputs.
- Professional demeanor; ability to interact well with executives, partner organizations, and payers plus good attitude and mature judgment.
- Excellent organizational, interpersonal, and communication skills
- Fluency in Microsoft Office applications (including Word, Access, Power Point, Excel), Outlook, and general Internet and research skills.
- Show flexibility, excellent interpersonal skills, project coordination experience.
- Able to work well with all levels of internal management and staff, as well as outside clients and vendors.
- Able to prioritize own work and attend to multiple assignments.
- Fluency in MS Office (Excel, Word, Outlook, PowerPoint) and general internet navigation and research skills
- Legally permitted to work in the country of operations.
- Physically fit to carry out duties and responsibilities.
The position reports to the General Manager; however, will coordinate closely within the department and across the company to offer services.
Working conditions are normal for an office environment. Owing to the requirements of the position, the position might require extended working hours.
