Personal Assistant/Admin Assistant at Nicole Sinclair Consulting

Job Description

• This role provides high level administrative support to the Business Owner’s day-to-day business including scheduling meeting and maintaining work calendars, preparing correspondence and coordinating travel plans.
• This individual must have an understanding the operations of NGOs.

Responsibilities

• Provides full administrative assistance to the executive
• Acts as a liaison between the executive  and other members of staff.
• Embark on projects as requested by the executive.
• Schedules appointment and meetings for the Executives.
• Attends all board meetings, records, transcribes and distributes meeting minutes.
• Organize meeting refreshments/meals and ensures the conference rooms are well organized.
• Maintains all documents and assist in the development of reports.
• Maintains Director’s appointment calendar by scheduling meetings, teleconferences and travel, including itineraries, airline reservations, hotel accommodations, rental cars and all other travel needs.
• Coordinates all logistics (travel and meeting) by booking tickets and organizing means of transportation to the scheduled destination.
• Ensures the  offices are kept clean at all times.
• Receives and entertains Executive’s guests  as directed.
• Receives and collates reports; forwards collated reports to the executive on a weekly basis.
• Prepares Executive Director’s weekly/monthly financial expense report.
• Responsible for reading, conducting research and routing correspondence, drafting letters and documents; screening and rerouting phone calls.
• Maintains personnel and customer confidence by keeping information confidential.
• Reconciles corporate credit card statements and provides information to the auditor.
• Contributes to team effort by accomplishing related results as needed.

Competency/Skill/Requirements

• Should possess a First Degree from any reputable university
• A minimum of 7 years work experience, minimum of  4years as a personal assistant, 2 years in an Administrative function.
• Ability to handle information with discretion.
• Should possess excellent oral and written communication skills with superior phone skills.
• Strong proofreading and editing skills.
• High level of organizational, time management and customer relational skills.
• Should be detailed oriented, accurate and able to act autonomously with minimal supervision.
• Ability to work well under pressure and meet deadlines.
• Strong computer skills including intermediate/advanced MS Word, Excel and power point.
• Thrives in a fast-paced environment.