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To excel as a personal assistant, you must possess exceptional organizational skills and proven experience in a secretarial capacity. Successful personal assistants are attuned to the needs of managers and operate independently to deliver tailored administrative assistance while upholding strict confidentiality.
Your Responsibilities and Accountabilities:
Establishing and maintaining a comprehensive governance framework across all functions. Serving as the primary liaison between the manager and internal/external clients.Screening and directing phone calls, as well as managing correspondence distribution. Efficiently managing diary schedules and coordinating meetings and appointments.Booking meeting rooms, venues, and events as needed. Facilitating and overseeing Joint Venture Board meetings on a monthly basis.Organizing and overseeing Senior Leadership Team meetings, including agenda preparation, minute-taking, and action item follow-up, both on a weekly and monthly basis.Assisting the Senior Leadership Team in creating documents, reports, and briefing materials for client and stakeholder engagements.Maintaining the diary for the Head of Contract and managing email correspondence on their behalf. Handling communication and coordination with clients, stakeholders, suppliers, and employees. Welcoming and assisting visitors of all levels of seniority. Generating purchase orders in collaboration with procurement. Providing administrative support to the Senior Management Team as needed. Undertaking ad hoc projects as required.
Essential Qualifications and Experience:Demonstrated track record of 1-3 years of successful experience in a personal assistant or administrative role, showcasing strong organizational and multitasking skills. Proficient in creating professional documents and spreadsheets using advanced office software such as MS Word, Excel, and PowerPoint.Proven ability to efficiently manage both internal and external correspondence with meticulous attention to detail and accuracy. Exceptional written and verbal communication skills, enabling effective interaction with diverse stakeholders. Outstanding interpersonal skills, fostering productive relationships and promoting a collaborative work environment. Adherence to strict confidentiality protocols, safeguarding sensitive information and maintaining utmost professionalism.Proactive approach to tasks, demonstrating initiative to work autonomously and contribute effectively within a team setting. Demonstrated experience in minute-taking during meetings, ensuring accurate documentation of discussions and action items. Strong organizational abilities coupled with a proactive mindset, enabling anticipation of needs and effective forward planning without relying solely on instructions.
