Personal Assistant

Role purpose:

To perform administrative and office support activities. Duties may include organising travel logistics for managers & their teams, meeting and event booking, preparing expenses for submission, receiving and directing visitors, preparing documents & presentations.

Day to day Activities:

• Managing large e-mail volume, reports, post, phone calls and messaging.
• Set-up of Video Conferencing, Audio Conferencing and Web Conferences.
• Collating, monitoring/action-tracking, co-ordinating or routing/delegating the above items and business tasks/actions to respective parties on behalf of Managers.

General office management:

• Assisting in preparation of documents, reports, presentation material.
• Arranging on-boarding of new staff.
• Relevant building access of external visitors and visiting staff, at times preparing the agenda;
• Greeting and escorting the visitor(s) as needed, ensuring HSSE policy is adhered to.
• Maintaining organisation charts and webpages.
• Business Focal Point for buildings real estate and facilities management liaising with team and facilities team managing issues and flow of information.

Experience required:

• Sound administrative/secretarial skills.
• Ability to work independently, set priorities and manage workload.
• Display initiative, flexibility, efficiency, tact and diplomacy at all times.
• Excellent interpersonal skills both face to face and on the phone.
• Able to multitask and manage conflicting priorities with a positive attitude.
• Communicate and establish positive relationships at all levels.
• Excellent English language skills.
• Exposure to corporate/global environment.
• Computer literate.
• Confidentiality and ability to handle highly sensitive situations with diplomacy and tact