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Personal Assistant to the Director


Summary of job
Provide full Managerial, Administrative and Secretarial support at a senior level to the Director to ensure the smooth management of her day to day affairs, and most effective use of her time.
Handle sensitive and complex issues in a professional and objective manner.
Take initiative as appropriate especially in the Director’s absence.
Responsibilities
Main responsibilities but not limited to:
  • Manage Director’s electronic diary, assessing priority of appointments and reallocation as necessary.
  • Manage Director’s travel arrangements (including visas/accommodation).
  • Process Director’s correspondence, ensuring that incoming correspondence is dealt with by the Director/or on behalf of the Director, or other staff as appropriate.
  • Manage Director’s properties
  • Manage Directors Art Gallery
  • Maintain Director’s office systems, including data management and filing.
  • Maintain records of Director’s contacts.
  • Screen calls, enquiries and requests, and deal with them when appropriate.
  • Assist Director in researching and following up with action on matters which fall within the Director’s responsibility – chasing responses, triggering follow-up action.
  • Produce documents, briefing papers, Daily/weekly/monthly reports and presentations for the Director.
  • Produce basic financial reports for the Director as needed
  • Organize meetings and ensure that Director is well prepared for those meetings, preparing agendas, pre-meeting briefings and meeting papers.
  • Manage arrangements for Trustees’ and Sub-Committee meetings, including production/distribution of agenda and papers.
  • Meet and greet visitors at all levels of seniority.
  • Supervise all Trust incoming/outgoing mail.
  • Any other duties as may reasonably be required by the Director.
External relationships
  • Director’s contacts.
  • Trustees.
  • Trust funding partners.
  • Art Gallery Clients.
  • Property Guests.
  • Conference facility, catering and accommodation personnel.
  • Tour operators & logistics.
Qualifications
  • Educated to degree level or equivalent.
  • Experienced Personal Assistant at senior management level – Minimum 4 yrs-5 yrs
  • Experience of electronic diary management.
  • Experience of working in a Customer Service environment
  • Exceptional interpersonal and communication skills, to enable professional interaction with a wide range of contacts, both internal and external on behalf of the Director
  • Ability to organize and plan own work.
  • Excellent attention to detail, with the ability to maintain a high level of accuracy.
  • A flexible, pro-active approach to work including the ability to prioritize and re-prioritize.
  • Ability to work on own initiative.
  • Must be able to deal with sensitive information with discretion and to maintain confidentiality.
  • Excellent IT skills, including a working knowledge of presentation software packages, preferably Microsoft Office Word, Excel and PowerPoint.
Deadline: 09.04.20
How to Apply
Email resume to abu.zubedi@plugin-Africa.com
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