Authors Job Title: Personal Assistant
Position Title: Personal Assistant (to a MD)
Geographical Location: Dar es salaam, pugu road
Purpose of Job /Role Intent:
To provide a day-to-day secretarial services to MD. To communicate at all levels internally and externally. Rendering a professional typing service and Management reception. Organising of meetings, functions, conferences, etc. Visitors access control. Accurate document management. General office administration.
Minimum Qualifications and Experience required
- At least 5-7 years secretarial experience in a large management environment.
- Fluent in english and Swahili. Computer literate (MS Outlook, MS Word, MS Excel, MS PowerPoint).
- Sound knowledge in travel management and visitors scheduling.
Core Elements of Job
- Effectively manages the diaries/calendars of the MD (eg scheduling of meetings as agreed)
- Effectively manages the daily operations of the MD
- Responds to all meeting invitations and ensures proper consultation with the relevant partners
- Pro-actively anticipates and responds to diary clashes and resolves conflicts
- Arrange for the necessary catering and refreshment needs for meetings/sessions
- Monitors the email and in-boxes for the MD and provides necessary support based on the action that is required for eg urgent requests to be sent, queries to be handed over to relevant member of the team, meeting deadlines for submissions of all relevant documents
- Receive and screen visitors and telephone calls, take messages, schedule appointments for MD and/or management staff and provides information to callers
- Performance a full range of secretarial assignments such as composing and typing routine letters, memoranda, reports and minutes of meetings
- Project a professional company image through in-person and phone interaction (quality, cost effective service and support on time)
- Plan and organise events such as conferences, annual events, monthly committee meetings and weekly team meetings
- Creates, transcribes and distribute meeting agenda and minutes
- Maintain and prepare office records, reports and correspondence (office admin/management)
- Store and file documents for easy future access (create/develop new documentation) and maintain hard copies and an electronic filing system
- Photocopy and print documents as and when requested/necessary
- Identify and schedule appropriate venue, travel and accommodation arrangements (locally and internationally)
- Manage the logistics of all venues, travel and accommodation requirements
- Make the necessary passport arrangements, international visas, international drivers' licenses, car hire, international roaming facilities, foreign currency allowances, etc.
- Develop and maintain effective relationships with internal/external customers through oral and written communications
- Keep self informed on industry developments and understand sensitivities around competitors
- Adapts the content, style and medium of communication to ensure appropriateness and to maximise understanding and impact amongst a wide range of audiences
- Assist other Secretaries, Administrative employees on systems/processes, if and when needed
- Control stock of stationery/office supplies (awareness, focus and control of cost/budget)
Competencies
- Able to work under pressure, independently and innovatively
- Prioritise and control of workload
- A team player
- Self-confident
- Self-motivated
- Excellent computer skills
- Handling of sensitive issues - maintains confidentiality at all times
- Plans realistically a variety of tasks into a logical process
- Delivers against accountabilities, especially improvement of own responsibilities
- Excellent organising, administration and communication skills
- Maintain a follow-up system to meet deadlines
- Accurate recordkeeping
How to Apply:
Application letter with Curriculum Vitae (CV) should be addressed to: maya.siag@gmail.com
