Personal Assistant

JOB PURPOSE:

To provide excellent and efficient running of the CEO’s office for the day-to-day
office administration, while demonstrating professional approach in handling
Confidential documents, meetings and banking relations

KEY ACCOUNTABILITIES:

• Management of the CEO’s diary and appointments
• Take and relay accurate and timely messages from telephone callers, and answer queries where possible
• Plan and schedule meetings and appointments, organizing and scheduling daily activities
• Organize and maintain paper and electronic filing, manage projects and tasks assigned by the CEO
• Organize all Travel Arrangements for CEO and for Incoming Visitors, which may include but not limited to travel
• itineraries, ticket reservations, travel advances and ticket purchases as required
• Scheduling and arranging all meetings requested by the CEO internally and externally
• Handling the private relations and dealings of the CEO
• Creates and maintains filing systems, records, and indexes, including files of a confidential nature
• Arranging meetings and events as required
• Maintains office supplies as necessary
• Liaise with relevant individuals, external organisations etc. to arrange meetings, prepare agendas and draft
• minutes
• Maintain a comprehensive filing system
• Keep and maintain an accurate record of papers and electronic correspondence
• Ensure guests meeting with the CEO are well taken care of
• Provide a service that is in line with the CEO’s work habits and preferences
• Undertake any other duties as requested by the CEO
• Knowledge of short hand.
• Good experience in internet search.
• Expert in computer applications i.e. word, excel, power point, outlook, etc.
• Should have an excellent memory and follow ups.

COMMUNICATIONS & WORKING RELATIONSHIPS

Internal: CEO
External:All guests of the CEO which may include but not limited to Business men and high profile personnel

QUALIFICATIONS, EXPERIENCE, & SKILLS:

Minimum Qualifications:
 Bachelor Degree in Business Administration or Office Management ( is preferred)
Minimum Experience:
 5 Years Experience in working with seniors/C-suite management
 Experience and ability to work under pressure
 Operates reproduction machines, fax machines and other office machines as required
 Excellent in shorthand and typing speed
 Internet search literate

COMPETENCIES:

• English Language – Level 4
• Knowledge of Policy & Procedure – Level 3
• Quality Management Systems – Level 4
• ERP – Level 2
• Time Management – Level 4
• Business Skills & Understanding – Level 4
• Financial Awareness – Level 2
• Data Gathering & Analysis – Level 4
• Negotiation – Level 3
• PC – Level 4
• Performance Management – Level 4
• Presentation – Level 3
• Written Communication – Level 4
• Organisation Commitment – Level 4
• Analytical Thinking – Level 4
• Business Acumen – Level 4
• Communication – Level 4
• Customer Service Orientation – Level 4
• Team Leadership – Level 3

COMPETENCY LEVEL REQUIREMENTS:

 Level 1 : Basic
Requires employees to receive or recite tasks using simple skills or abilities. In addition, tasks require only a shallow
understanding of the subject

   Level 2 : Junior
Requires preliminary focus on applying skills and concepts, and having a fair knowledge of the subject.

     Level 3 : Intermediate
Requires a comprehension of the principles, theories, and models that have developed in an area of knowledge that
facilitates and enhances successful application.

     Level 4 : Superior
Requires a detailed knowledge and extensive experience of the theoretical and practical aspects (Problem solving) of
the subject. A capacity to combine and apply the separate elements of knowledge in a logical and
comprehensive manner.

 APPROVALS:
Line Manager ( Dept. Manager / Function Head )