Personal Assistant at Domeo Resources International (DRI)

Reports to: Managing director

Main Function

The main function of this job role is to provide administrative support to the MD and accomplish strategic objectives by executing a broad variety of administrative tasks for the organization.

   Role Responsibilities

Roles and Task Complexities:

Responsibilities:

• Format information for internal and external communication – memos, emails, presentations, reports etc.
• Represent the MP in calls when unavailable
• Complete a broad variety of administrative tasks for the MP including managing an extremely active calendar of appointments; completing the MP’s expense reports etc.
• Compose and prepare correspondence that is sometimes confidential; arrange complex and detailed travel plans, itineraries, and agenda; and compile documents for travel-related meetings.
• Plan, coordinate and ensure the MP's schedule is followed and respected. Provide "gatekeeper" and "gateway" roles, creating win-win situations for direct access to the MP's time and office.
• Communicate directly and on behalf of the MP, with staff, clients, potential clients, and others, on matters related to the MP.
• Research, prioritize and follow up on incoming issues and concerns addressed to the MP, including those of a sensitive or confidential nature. Determine appropriate course of action, referral, or response.
• Provide a bridge for smooth communication between the MP's office and internal departments; demonstrating leadership to maintain credibility, trust, and support with Senior Management staff.
• Work closely and effectively with the MP to keep her well informed of upcoming commitments and responsibilities, following up appropriately.
• Act as the point of contact between all stakeholders in multiple capacities
• Manage information flow in a timely and accurate manner
• Prepare weekly, monthly and quarterly reports
• Review print and online resources to gather information
• Take minutes of meetings attended with the MP and circulate accordingly
• Ensure execution of projects on time and within budget, in accordance with the developed plans
• Professionally manage communications with all internal and external stakeholders
• Prioritize conflicting needs; handle matters expeditiously, proactively, and follow through on projects to successful completion, often with deadline pressures.

Senior Management Liaison

• Participate as an adjunct member of the Executive Team including assisting in scheduling meetings and attending all meetings.
• Assist in coordinating the agenda of senior management team meetings, and all-staff meetings.
• Facilitate cross-divisional coordination of travel and other plans.

Communications & Partnerships

• Ensure that the MD's bio is kept updated and respond to requests for materials regarding the MD and the organization in general.
• Edit and complete first drafts for written communications to external stakeholders.

Strategic Initiatives

• Work with the Strategic Initiatives team in coordinating the MD's outreach activities.
• Follow up on contacts made by the MD and support the cultivation of ongoing relationships.
• Perform other duties as assigned.

 Competencies/Skills

• Excellent programme management skills
• Excellent Written and Oral Communication Skills
• Excellent decision-making and organisational skills
• Excellent Stakeholder management skills
• Excellent planning and time management skills
• Proven ability to balance multiple projects, and collaborate across disciplines in a cross-functional atmosphere
• A self-starter who is a “doer” and can work on his/her own projects with minimal direction
• Knowledge of Office Software and Internet

  Behavioural Qualities/Other Competences

• High entrepreneurial acumen
• Proactive identification and elimination of inefficiencies
• Goal, quality and excellence orientation
• Ability to motivate others to achieve goals and instil confidence whilst respecting and supporting colleagues and team members to reach their full potential.
• Ability to translate strategic objectives into everyday activities
• Ability to solve complex problems, continuously improve and adapt the ideas of others.

Experience /Qualification

• A Degree in the Social Sciences or its equivalent.
• Minimum of 3 years-experience in a similar role.