Personal Assistant/Secretary To The MD at 25th & Staffing

WE ARE URGENTLY SEEKING TO HIRE AN Accountant/Admin Officer FOR ONE OF OUR CLIENTS.

Job Description

• To provide an efficient and responsive administrative, organisational, and logistical service to the MD, helping her to manage and prioritize her time.
• He/she will be responsible for providing full secretarial assistance to the management team during absences to ensure a high level of service is maintained. This position will be of key importance within the organization and the successful candidate must have previous secretarial and administrative experience within a fast-paced customer facing environment.
• He/she will be able to demonstrate the ability to effectively plan and organise workload as well as the initiative to resolve issues quickly in an appropriate manner in the absence of the MD.

Main duties

• Manage and maintain the MD’s diary and email account.
• Filter emails, highlight urgent correspondence and print attachments.
• Organise inbound emails into the appropriate folders and any relevant information to be copied into the correct file on the hard drive.
• Respond to emails as much as possible, dealing with appointments, requiring Bio or photos etc.
• Ensure busy diary commitments, papers and travel arrangements are managed effectively including producing a daily folder with diary, necessary papers etc. and troubleshooting problems.
• Conduct weekly diary meetings with the MD to discuss upcoming engagements, invitations and other requests.
• Coordinate travel and accommodation requirements in connection with others and ensure arrangements in place for the MD match his requirements.
• Filter general information, queries, phone calls and invitations to the MD by redirecting or taking forward such contact as appropriate.
• Ensure the MD is fully briefed on customers’ requests at all times and any other engagements she is involved in. Keep and maintain an accurate record of papers and electronic correspondence on behalf of the MD.
• Prepare correspondence on behalf of the MD, including the drafting of general replies.
• Minute general meetings as required and complete research on behalf of the MD.
• Proper keeping and retrieve of files.
• Ensure guests meeting with the MD are well taken care of.
• Provide a service that is in line with the MD’s work habits and preferences