Personal Assistant

Role & responsibilities

1. Administrative & Diary Management:

• Manage the calendar, scheduling appointments, meetings, and commitments with a high degree of accuracy.
• Coordinate all aspects of meetings, including agenda preparation, venue booking, and arranging necessary technology.
• Prepare and organize documents, presentations, and briefing materials for meetings.

2. Travel & Logistics:

• Manage all travel logistics, including flights, accommodation, ground transportation, and visas.
• Prepare comprehensive travel packs with all necessary documents and information.

3. Communication & Correspondence:

• Act as the first point of contact for the Trustee/Director, screening and managing phone calls, emails, and postal mail with tact and discretion.
• Draft, proofread, and edit correspondence, reports, and presentations on behalf of the higher authority.
• Manage the email inbox, prioritizing messages, flagging urgent items, and responding where appropriate.

4. Meeting & Program Coordination:

• Organize and coordinate internal and external meetings.
• Take accurate minutes during meetings, distribute them in a timely manner, and track action items.
• Assist in the planning and execution of events and programs as directed by the Higher Authority.

5. Social Media & Online Presence:

• Manage and monitor the professional social media accounts (e.g., LinkedIn) as directed.
• Draft and schedule posts, engage with relevant content, and monitor the online presence.
• Conduct basic online research on relevant topics, individuals, or organizations.

6. Information Management & Computer Proficiency:

• Maintain an efficient filing and document management system (both electronic and physical).
• Demonstrate high proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook) and other relevant software.
• Handle confidential information with the highest level of integrity and security.

Preferred candidate profile

Experience:

• Computer Proficiency:

  Advanced skills in Microsoft Office, especially Outlook, Gmail for calendar management, Word, PowerPoint, and Excel. Experience with collaboration tools (e.g., SharePoint, Teams) is a plus.

• Communication Skills:

  Exceptional verbal and written communication skills, with a good command of the English language and the ability to draft professional correspondence.

• Organizational Skills:

  Impeccable organizational and time-management skills, with the ability to prioritize a demanding workload and meet deadlines in a fast-paced environment.

• Discretion & Confidentiality:

  A demonstrated ability to handle sensitive and confidential information with the highest degree of professionalism and integrity.

• Proactive & Resourceful:

  A self-starter with a proactive approach to problem-solving and the ability to anticipate needs before they arise.

• Interpersonal Skills:

  Professional demeanor, with the poise and confidence to interact with a wide range of individuals internally and externally.