Personal Assistant to the Managing Director at Raybond Technical Limited

Job Summary

The Personal Assistant to the Managing Director will provide high level administrative, organizational, and personal support to the Managing Director while ensuring the smooth efficient coordination of day-to-day office administration.

The role requires a high organized, proactive, discreet, and dependable individual who can manage schedules, correspondence, meetings, documentation, office activities, and follow up tasks effectively. The successful candidate can serve as an important link between the managing director, employee, clients, vendors and other stakeholders.

Key Responsibilities

Personal Assistant to the Managing Director

• Manage the Managing Director\'s calendar, appointments, meeting and daily schedule.
• Coordinate meetings and ensure the Managing Director is adequately prepared with the relevant documents and information.
• Prepare meeting agendas, minutes, reports, presentation, and other documents as required.
• Handle correspondence, emails, phone calls, and other documents as required.
• Screen and priorities request, appointments, and communications.
• Maintain confidentiality of sensitive company and management information.
• Follow up on tasks, decisions, and instructions given by the Managing Director and provide timely updates.
• Coordinate the Managing Director\'s travel arrangements, accommodation, transportation, and itineraries when required.
• Maintain an organized filing system for important documents and records.
• Assist with personal administrative tasks related to the Managing Director\'s official responsibilities.
• Ensure deadlines and important commitments are properly tracked and communicated.

Office Administration

• Coordinate the smooth running of the MD’s daily office operations.
• Monitor the MD’s office inventory and initiate requests for replenishment when necessary.
• Coordinate visitors, appointments and general activities of the MD’s office.
• Assist with the preparation and coordination of internal meetings and company events.
• Ensure the MD’s office facilities and administrative requirements are properly maintained.

Communication and Coordination

• Act as a communication link between the Managing Director and employees, clients, suppliers, consultants and other stakeholders.
• Ensure important instructions and information are communicated accurately and promptly.
• Maintain professional communication with internal and external stakeholders.
• Coordinate follow ups between departments and ensure outstanding matters are brought to management\'s attention.
• Handle sensitive information with professionalism and discretion.

Documentation and Reporting

• Prepare routine administrative reports and summaries for management.
• Maintain accurate records of meetings, correspondence, expenses, schedules and other relevant information.
• Assist in preparing company documents, letters, memos, presentations and reports.
• Ensure proper filing and easy retrieval of important documents.
• Track outstanding administrative and management tasks and provide regular updates.

General Support

• Assist management with special projects and assignments as required.
• Conduct research and gather information for the Managing Director when necessary.
• Support the coordination of company activities and initiative.
• Identify administrative challenges and recommend practical solutions.
• Perform other duties assigned by the Managing Director.

 Qualifications And Experience

• Bachelor\'s degree or HND in Business Administration, Management, Office Administration, Secretarial studies or a related field.
• 2-4 Years of relevant experience in personal Assistant, Executive Assistant, Administrative officer, Office Administrator or similar roles.
• Experience supporting senior management is an added advantage.
• Proficiency in Microsoft Office suite, particularly World, Excel, PowerPoint, and Outlook,
• Strong written and verbal communication skills.
• Good knowledge of office administration and record-keeping practices.

Required Skills and Competencies.

• Excellent organizational and time management skills.
• Strong attention to details.
• Excellent communication and interpersonal skills.
• Ability to multitask and manage priorities.
• Professional appearance and conduct.
• Ability to work independently without supervision.
• High level of discretion and confidentiality.
• Strong relationship management skills.
• Good knowledge of administrative procedure and office operations

Personal Attribute

The ideal candidate should be:

• Trustworthy and highly confidential.
• Responsible and dependable
• Well organized and disciplined
• proactive rather than reactive.
• Courteous, professional and approachable.
• Flexible and willing to take initiative.
• Calm and composed under pressure