Personal Assistant at Talents and Skills Africa

Job Summary

• As a Personal Assistant, you will provide high-level administrative support to Executive’sto ensure their day-to-day operations run smoothly and efficiently.
• Your role will involve managing schedules, coordinating meetings, handling confidential information, and ensuring that the executive you support is always prepared and organized.
• In this dynamic and fast-paced role, you’ll be an indispensable right-hand person, enabling [the executive/organization] to achieve their goals with seamless coordination and communication.

Key Responsibilities
Diary and Schedule Management:

• Manage the executive’s calendar, including scheduling meetings, appointments, and travel plans.
• Ensure that the executive’s day is organized and optimized for maximum productivity by proactively identifying priorities and potential conflicts.
• Send reminders for important meetings, deadlines, and follow-up tasks.

Travel Arrangements:

• Coordinate domestic and international travel arrangements, including flight bookings, accommodations, itineraries, and ground transportation.
• Ensure all travel plans are efficient and cost-effective while considering the executive’s preferences.
• Prepare detailed travel packs, including agendas, meeting details, and relevant documents for the executive.

Meeting Coordination:

• Organize and prepare for internal and external meetings by arranging meeting venues, preparing agendas, and distributing pre-read materials.
• Attend meetings when required to take detailed minutes, and follow up on action items to ensure timely completion.
• Liaise with stakeholders to confirm attendance, reschedule appointments, and handle any logistical changes.

Communication and Correspondence:

• Act as a gatekeeper for the executive, handling phone calls, emails, and other communications with discretion and professionalism.
• Draft and proofread emails, reports, and other documents on behalf of the executive.
• Handle incoming and outgoing correspondence, prioritizing and responding to items where appropriate.

Administrative Support:

• Perform general administrative tasks such as filing, managing documents, ordering supplies, and maintaining office systems.
• Maintain confidential files and records, ensuring sensitive information is handled appropriately.
• Organize and maintain the executive’s office, keeping it tidy and fully equipped.

Project Management and Support:

• Assist with special projects, conducting research, preparing reports, and providing administrative support to ensure successful project execution.
• Track the progress of projects and initiatives led by the executive and provide updates as required.
• Ensure that all tasks and projects are completed to a high standard and within deadlines.

Event Planning and Coordination:

• Plan and execute corporate events, meetings, and social gatherings, coordinating all aspects from invitations to catering and logistics.
• Ensure events run smoothly by managing timelines, vendor communications, and last-minute changes with calm and precision.

Confidentiality and Discretion:

• Handle sensitive and confidential information with the utmost discretion.
• Act as a trusted advisor to the executive, maintaining professionalism at all times, and representing the executive's interests both internally and externally.

Key Qualifications

• Education: A Bachelor’s Degree in Business Administration, Office Management, or a related field is preferred, but not essential with sufficient experience.
• Experience: A minimum of 2-5 years of experience as a Personal Assistant, Executive Assistant, or in a similar administrative role.

Skills:

• Excellent organizational and time-management skills.
• Strong communication skills, both written and verbal.
• Proficiency with office productivity tools such as Microsoft Office Suite (Word, Excel, PowerPoint) and calendar management tools (e.g., Google Calendar, Outlook).
• Ability to work independently and handle multiple tasks simultaneously in a fast-paced environment.
• Strong attention to detail and accuracy.
• Ability to maintain a high level of confidentiality and discretion.
• Flexibility to respond to urgent requests outside of normal working hours.

Core Competencies:

• Proactive: Ability to anticipate the needs of the executive and act accordingly without constant direction.
• Problem-Solving: Quick thinker with a solutions-oriented approach to challenges.
• Multitasking: Ability to juggle multiple priorities and deadlines efficiently.
• Interpersonal Skills: Exceptional people skills with the ability to build relationships with internal and external stakeholders.
• Adaptability: Comfortable working in a dynamic environment and adjusting to changing priorities.