Personal Assistant to Executives

If you are an outgoing people’s person this is the position for you. Our client is looking to employ a Personal Assistant (to three Executives) with all-rounder experience in administration and reception duties to provide personalized secretarial and administrative support in a well-organized and timely manner in all areas of the business. Work on a one-to-one basis on a variety of tasks related to executive’s working life and communication.

**Position details**:
Permanent
Directors
May be required from time to time

Provide personalized secretarial and administrative support in a well-organized and timely manner in all areas of the business.

Work on a one-to-one basis on a variety of tasks related to executive’s working life and communication.

Answer the office telephone and be the first point of contact for the business, including welcoming visitors and providing hospitality.

General housekeeping includes managing meeting room bookings, ensuring meeting rooms/communal areas are clean and tidy and available for visitors, and managing stock control of stationery and general office supplies.

Opening and distributing the incoming post, and dispatching all outgoing post

Maintaining and filing electronic and paper files Basic IT/telephony responsibilities

Documentation and administrative assistance with projects (Data Packs)

Providing general office administrative support; including photocopying, scanning, forwarding correspondence and filing as required Assisting in PR and marketing activities.

Receptionist:
Answer telephone, screen, and direct calls.

Ensuring calls and messages are relayed correctly and efficiently.

Answering the gate intercom to ensure that no unauthorized persons enter and monitor visitor access and maintain security awareness.

Ensure knowledge of staff movements in and out of organization.

Knowing where all Directors and staff are always.

Provide general administrative and clerical support.

Type up documents, fax and scan legal and/or personal documents and update databases.

Receive and sort mail and deliveries, and ensure procurement receives stock from suppliers/vendors.

Arranging collection and deliveries of legal documents and project equipment.

Schedule appointments.

Maintain appointment diary either manually or electronically.

Control inventory relevant to reception area, stationery, and office supplies.

Directing any office equipment issues to SADV and Nashua.

Tidy and maintain the kitchens and general office areas where guests are present.

Administrator:
General clerical duties include photocopying, fax and mailing.

Maintaining an electronic and hard copy filing system on all relevant business information regarding travel arrangements and necessary documents (IDs, medicals etc.), business associates (SAMPEC, SACEEC, the DTI), all staff and suppliers’ contact information, etc.

For example, capturing and updating business cards and contacts on Outlook and on the Business Opp.

Schedule and coordinate meetings, appointments and travel arrangements for managers and Directors.

Travel arrangements:
Project administrative assistance:
This may include and is not limited to assembling, coordinating, and packing data books on relevant projects in time for shipments; Compiling and sending correspondence of project drawings to Company staff, clients and suppliers for information, construction, squad checks etc.

Keeping record of all documents sent and ensuring accuracy on all transmittals and data packs.

Marketing administrative duties on all media platforms:
This may include and is not limited to liaising with allocated external graphic designer and translators to arrange relevant company marketing material and liaising with relevant publishing houses and our directors on articles published.

Coordinating and arranging all relevant branding material and the company’s CI to be placed on relevant area when moving offices, and sending out relevant correspondence regarding address changes, the latest news etc. to internal staff, clients, and suppliers.

Constantly updating the company’s website and Instagram pages to ensure that all published information is relevant, accurate and up to date.

Personal Assistant to Executives:
Prepare and edit correspondence, communications, presentations, and other documents.

File and retrieve documents and reference materials.

Conduct research, collect and analyse data to prepare reports and documents.

Manage and maintain executives' schedules, appointments, and travel arrangements.

Monitor, screen, respond to and distribute incoming communications.

Interact with external clients.

Arrange and co-ordinate meetings and events.

Liaise with internal staff to relay information directly from Directors.

Project administration support - project transmittals, document control and communication correspondence.

Ensure cleaning staff attend to duties correctly and timeously.

Ad hoc duties may include but are not limited to a