Executive Personal Assistant

The Executive Personal Assistant is responsible for providing comprehensive support to the Commercial Director and must

have the ability to anticipate needs, plan and orchestrate work to ensure the Commercial Directors priorities are met, and

offer solutions to problems with a high level of professionalism and confidentiality.

**Key Responsibilities**:
**Executive Assistant**
- Provide high-level administrative support to the Commercial Director
- Keeping the Commercial Director well informed of upcoming commitments and responsibilities and

following up appropriately
- Manage and maintain the diary, by planning and scheduling meetings, conferences, teleconferences,

and travel
- Manage, coordinate and arrange travel-related activities, including hotel booking, transportation, etc
- Coordinate all Executive Team meetings and retreats and assist with staff meetings and events as

needed, minute taking with action follow-ups
- Act as liaison between departments to facilitate communication at an Executive level
- Running personal errands for the Commercial Director (i.e. collections, school run, appointments, etc)

when required
- Maintain professionalism and strict confidentiality with all materials, and exercise discretion when

interfacing with the business
- Carry out any other projects or tasks assigned by the Commercial Director and/or other Executives
- Prepare and edit documents, spreadsheets, agendas, letters, reports, presentation, etc
- Organize and file documents, reference materials and intellectual property
- Conduct research, gather and analyze data to prepare reports and documents
**Office and Reception**
- Ensuring the front desk is managed during business hours
- Ensuring that reception and boardroom area is clean, neat and presentable at all times
- Ensuring that visitors are addressed professionally and that incoming calls or visitors are responded to

timeously
- Ensuring office equipment, appliances and furniture are well maintained, serviced, stocked and in

working order
- Provide event management support as requested, book meetings, arrange catering and set up

conferences
- Liaising with management companies and suppliers
- Any other office/reception task required
**Other**
- Fulfil any training and/or examination requirements as per the Company’s skills and certification matrix
- Be willing to carry out or assist with such tasks as may be required in order to achieve deliverables, or as

reasonably requested by a member of the company
- Regularly familiarize yourself with the company's portfolio of Products and Services, Customers, Suppliers

and internal Procedures. Be a professional and courteous representative at all times**Necessary Experience and/or Qualification**
- 5-8 years Executive PA experience within a corporate environment essential
- Proficiency in Microsoft Office, Excel and PowerPoint, with aptitude to learn new software and systems
**Personal Skills/Competencies Required**
- Excellent verbal and written communication skills
- Strong time-management skills and the ability to organize and coordinate multiple projects at once
- Strong administrative and analytical skills
- Impeccable attention to detail with regards to preparing documentation, reports and presentations
- Ability to meet agreed timeframes and to communicate progress reports or delays timeously
- Able to maintain a high level of integrity and discretion in handling confidential information
- Demonstrating a positive attitude and can-do approach to the role, company and colleagues
- Self-motivated, required to get on with daily responsibilities with mínimal supervision
- To be presentable, friendly and professional at all times when dealing with people
- Ability to understand the business context and to contribute
- High work standards and ethics, offering performance above average for all duties and responsibilities

assigned