Job Purpose

The Personal Assistant (PA) will perform a wide range of administrative and executive support attached to the Executive Office. Coordinating the Executive Office daily to ensure the efficient and smooth day-to-day operation of the Office. Making travel and meeting arrangements, preparing reports and maintaining appropriate filing systems

Summary of Key Responsibilities;

• Assist the MD and the Executive in preparing board materials, follows up on matters arising from board, management, and Committee meetings and externally attended meetings on request;
• With the consultation of the Office Manager plan internal and External meetings and take detailed minutes. This will also involve planning of Corporate Events and Internal Celebrations
• Be responsible for heavy calendar management, requiring interaction with both internal and external executives, as well as consultants, to coordinate a variety of complex executive meetings;
• Supervise the activities of the administrative staff working in office of the Country Manager
• Prioritize and manage multiple tasks simultaneously, and follow through on issues in a timely manner;
• Write and distribute email, correspondence memos, letters, faxes and forms and develop and maintain a filing system
• Compile and disseminate board materials and documents in coordination with the Company Secretary
• Support the Executive Team to track key work and update timelines
• Update and maintain Executive office policies and procedures
• Work with Procurement to order office supplies and research new deals and suppliers
• Review and summarize miscellaneous reports and documents and prepare background documents;
• Prepare agendas and plans for meetings attends meetings and take minutes
• Submit and reconcile expense reports for the Executive Office
• Composing, preparing, and editing correspondence that is sometimes confidential;

Required Skills and Personal Attributes

• Excellent Communication Skills (Both Oral & Written)
• Excellent time management and Organisational skills
• Detail-oriented
• Professional and Mature
• Sober Minded
• Highly Confidential
• Excellent interpersonal Skills
• Excellent telephone etiquette Skills
• Diplomatic
• Exceptional planning and organizational skills
• Ability to handle pressure

Qualifications and Experience

• Degree in Business /Public Administration/ Public Relations or equivalent in any business-related field
• Must have a minimum of 3+ years of work experience as an Executive Assistant /Personal Assistant/ Admin Assistant for a Corporate Organization ( Legal Firm, Insurance, Banking, Telecoms or Engineering Company)
• Must have proven experience in Preparing Board-Packs
• Experience of short-hand of 100 to 120 WPM will be a plus
• Must have reasonable experience in Basic Accounting
• Knowledge of Office Management Systems and Procedures
• Must be proficient in MS Office (Especially PowerPoint & Excel)
• Must be open-minded, young, energetic and flexible
• Should be able to work under minimum supervision and demonstrate maturity among the team

• Assist the MD and the Executive in preparing board materials, follows up on matters arising from board, management, and Committee meetings and externally attended meetings on request;
• With the consultation of the Office Manager plan internal and External meetings and take detailed minutes. This will also involve planning of Corporate Events and Internal Celebrations
• Be responsible for heavy calendar management, requiring interaction with both internal and external executives, as well as consultants, to coordinate a variety of complex executive meetings;
• Supervise the activities of the administrative staff working in office of the Country Manager
• Prioritize and manage multiple tasks simultaneously, and follow through on issues in a timely manner;
• Write and distribute email, correspondence memos, letters, faxes and forms and develop and maintain a filing system
• Compile and disseminate board materials and documents in coordination with the Company Secretary
• Support the Executive Team to track key work and update timelines
• Update and maintain Executive office policies and procedures
• Work with Procurement to order office supplies and research new deals and suppliers
• Review and summarize miscellaneous reports and documents and prepare background documents;
• Prepare agendas and plans for meetings attends meetings and take minutes
• Submit and reconcile expense reports for the Executive Office
• Composing, preparing, and editing correspondence that is sometimes confidential;

• Excellent Communication Skills (Both Oral & Written)
• Excellent time management and Organisational skills
• Detail-oriented
• Professional and Mature
• Sober Minded
• Highly Confidential
• Excellent interpersonal Skills
• Excellent telephone etiquette Skills
• Diplomatic
• Exceptional planning and organizational skills
• Ability to handle pressure
• Proficient in MS Office (Especially PowerPoint & Excel)
• Knowledge of Office Management Systems and Procedures

• Degree in Business /Public Administration/ Public Relations or equivalent in any business-related field
• Must have a minimum of 3+ years of work experience as an Executive Assistant /Personal Assistant/ Admin Assistant for a Corporate Organization ( Legal Firm, Insurance, Banking, Telecoms or Engineering Company)
• Must have proven experience in Preparing Board-Packs
• Experience of short-hand of 100 to 120 WPM will be a plus
• Must have reasonable experience in Basic Accounting