Personal Assistant to Managing Director at HT-Limited

Key Elements of the Job

1. Work under the supervision of the Managing Director
2. Supervises the Receptionist, Admin/HR Assistant, Drivers
3. Ensure smooth running of monthly staff meetings and of the management team.

Responsibilities

Assist the Managing Director to implement and monitor:

1. Provisions of the Office Administrative.
2. Recommendations of internal audits.
3. Program Leave and vacation schedules, travel plans and administrative calendar.
4. Maintain stock of beverage, stationery and toiletry items for the office, and monitor their movement from the store

Provide secretarial services:

1. Maintain highest standards of administrative support across the office
2. Organize incoming correspondence of the Managing Director including electronic mail
3. Type, proof-read and edit documents, including internal memos and letters
4. File and maintain filing system including HR files in line with Company guidelines
5. Plan and prepare for meetings
6. Manage Managing Director’s and office-wide travel planning and preparation
7. Manage the Managing Directors Calendar and all appointments

Manage the Front Desk Administrative Assistant and office-wide correspondence control:

1. Directly manage the Office Assistant to ensure optimum response to the general public
2. Develop and oversee an office-wide correspondence control system to help track responses to the public

Characteristics

1. Respects and maintains confidentiality of information
2. Takes responsibility; follows through tasks to completion                             
3. Anticipates problems; requests help
4. Shows initiative and willingness to learn new skills
5. Manages time efficiently; prioritizes well                
6. Is punctual                         
7. Accepts supervision and feedback well
8. Maintains positive attitude despite work pressure
9. Communicates effectively with supervisor/colleagues
10. Is a reliable team player
11. Demonstrates sound judgment at all times

Qualifications

1. A good first degree or its equivalent in secretarial studies, administration, management or accounting
2. At least 2 years of experience in a position with similar responsibilities
3. Superior oral and written communication skills
4. Proficiency with Microsoft Office applications and ability to work in a technology driven work environment.