Personal Assistant to the MD at ITEX Integrated Services Limited

Role Summary:
To provide an efficient and responsive administrative support to the MD, helping him manage and prioritise his time. You will also be responsible for providing full secretarial assistance to the Snr. management team to ensure a high level of service is achieved and maintained at all times.

Main Duties and Responsibilities.

ESSENTIAL DUTIES/KEY JOB ROLES AND RESPONSIBILITIES
These include but not limited to the following:

• Complete a variety of administrative tasks for the MD, including but not limited to: managing appointments; composing and preparing correspondence that is most times confidential; arranging travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
• Plan coordinate and ensure the MDs schedule is followed and respected.
• Act as a gatekeeper and gateway to the MD.
• Communicate directly, and on behalf of the MD with stakeholders, staff and visitors
• Follow up on incoming issues and concerns addressed to the MD, including those of a sensitive and confidential nature. May sometimes need to determine appropriate course of action, referral, or response.
• Work closely with the MD to keep him well informed of upcoming commitments and responsibilities. Also, being aware of issues taking place in the Organization and keeping the MD updated.
• Provide leadership to build relationships crucial to the success of Itex, and manage a variety of special projects for the MD, some of which may have organizational impact.
• Prioritize conflicting needs; handle matters expeditiously, proactively, and follow-through on projects to successful completion, often with deadline pressures.
• Plan and schedule meetings, attend meetings, take minutes of meetings and follow up on actions from meetings.
• Ensure that the MDs profile is kept updated and respond to requests for materials regarding the MD and Itex in general.
• Prepare and submit reports to the MD weekly.
• Create and edit documents, such as memos and letters, spreadsheets, and presentations, and distribute materials as required
• monitor changes in relevant legislation and the regulatory environment and take appropriate action
• liaise with external regulators and advisers, such as lawyers and auditors
• take responsibility for and manage matters related to insurance and property
• Develop and oversee systems that ensure the company complies with all statutory requirements.
• Scrutinize and critically review all contract documents before agreements are entered into.
• Attend to other tasks that may be assigned by the MD or other Senior Management.

KEY PERFORMANCE INDICATORS

• Feedback from internal and external Customers
• Reliability and accessibility to information provided.
• Excellent prioritizing of the executive's daily activities
• Accuracy in information.
• Efficient management of MDs travel plans

REQUIRED COMPETENCIES

• Working knowledge of calendar management on Google or Microsoft outlook
• Working knowledge of the MS Office Suite.
• Planning skills and initiative
• Good interpersonal skills and customer service skills
• Personal effectiveness and time management skills
• Excellent oral and written communication skills
• High integrity, reliability and confidentiality
• General office management
• Secretarial skills
• Public Relations skills

QUALIFICATIONS
Good first degree / HND in a related discipline

EXPERIENCE
At least 3 years in PA/Administrative position and must be SINGLE

SALARY GRADE
Administrative

Deadline

September 21, 2018