Job Role:

• Coordinate executive communications, including taking calls, responding to emails and interfacing with clients

• Prepare internal and external corporate documents for team members and industry partners

• Schedule meetings and appointments and manage travel itineraries

• Filing and retrieving corporate records, documents, and reports.

• Uphold a strict level of confidentiality

• Acting as the point of contact among executives, employees, clients and other external partners

• Managing information flow in a timely and accurate manner

• Managing executives’ calendars and set up meetings

• Make travel and accommodation arrangements

• Rack daily expenses and prepare weekly, monthly or quarterly reports

• Format information for internal and external communication – memos, emails, presentations, reports, invoices letters, and other documents.

• Take minutes during meetings

• Screen and direct phone calls and distribute correspondence

• Researching and conducting data to prepare documents for review and presentation

• Help preparing for meetings.

• Greeting visitors and deciding if they should be able to meet with the Chairman.

• Using various software, including word processing, spreadsheets, databases, and presentation software.

• Opening, sorting and distributing incoming faxes, emails, and other correspondence.

• Provide general administrative support.

Requirements and skills

• Work experience as an Executive Assistant, Personal Assistant or similar role

• Excellent MS Office knowledge

• Outstanding organisational and time management skills

• Familiarity with office gadgets and applications (e.g. e-calendars and copy machines)

• Excellent verbal and written communications skills

• Discretion and confidentiality

• Professional level verbal and written communications skills.

• Ability to organise a daily workload by priorities.

• Must be able to meet deadlines in a fast-paced quickly changing environment.

• A proactive approach to problem-solving with strong decision-making skills.