Personal Assistant at OutsideinHR Limited

Job Summary

• The Personal Assistant provides full administrative and secretarial support at a senior level to the CEO to ensure the smooth management of his day-to-day affairs, and the most effective use of his time.
• Handle sensitive and complex issues in a professional and objective manner.
• Take initiative as appropriate especially in the CEO’s absence.

Job Description / Responsibilities

• Manage the CEO’s electronic diary, assessing the priority of appointments and reallocation as necessary.
• Manage CEO’s travel arrangements (including visas/accommodation).
• Process CEO’s correspondence, ensuring that incoming correspondence is attended to the CEO/or on behalf of the CEO, or other staff as appropriate.
• Maintain CEO’s office systems, including data management and filing.
• Maintain records of the CEO’s contacts.
• Screen calls, inquiries, and requests, and deal with them when appropriate.
• Assist in researching and following up with the action on matters which fall within the CEO’s responsibility – chasing responses, and triggering follow-up action.
• Produce documents, briefing papers, reports, and presentations for the CEO.
• Organize meetings and ensure that the CEO is well prepared for those meetings, preparing agendas, pre-meeting briefings and meeting papers.
• Manage arrangements for Board and Sub-Committee meetings, including production/distribution of agenda and papers.
• Meet and greet visitors at all levels of seniority.
• Supervise all Trust incoming/outgoing mail.
• Any other duties as may reasonably be required by the CEO.

Qualifications / Requirements

• A good First Degree from a reputable Higher Institution.
• A Master’s Degree is an added advantage
• Relevant Professional Certification is an added advantage.
• 5 - 10 years years of Experience .

Competencies / Skills / Knowledge / Abilities:

• Experienced Personal Assistant at senior management level
• Experience of electronic diary management.
• Experience of working in a Corporate Financial Environment
• Exceptional interpersonal and communication skills, to enable professional interaction with a wide range of contacts, both internal and external.
• Ability to organize and plan own work.
• Excellent attention to detail, with the ability to maintain a high level of accuracy
• A flexible, proactive approach to work including the ability to prioritize and re-prioritize.
• Ability to work on own initiative.
• Ability to deal with sensitive information with discretion and to maintain confidentiality.
• Excellent IT skills, including a working knowledge of presentation software packages, preferably Microsoft Office Word, Excel, and PowerPoint.