Personal Assistant to the Managing Director at Spectrum Books Limited

Job Description

• The role is to provide high quality executive personal assistance and administrative support to the Managing Director.
• Provide an efficient and responsive administrative, organizational, and logistical service to the Managing Director, helping him to manage and prioritize his time.
• This position will be of key importance within the organisation and the successful candidate must have previous experience within a fast-paced customer facing environment.
• The Managing Director will rely heavily on the jobholder, trusting that work will be handled effectively and efficiently in his absence.
• Discretion and confidentiality are therefore essential attributes of this role.

Responsibilities

• Complete a broad variety of administrative tasks for the Managing Director including managing an extremely active calendar of appointments, plan, coordinate and ensures the Managing Director’s schedule is followed and respected; acts in a “gatekeeper” capacity, creating win-win situations for direct access to CEO’s time and office.
• Composing and preparing correspondence; monitors and responds to emails; researches required information or background on organizations and individuals.
• Sets up meeting files, scheduling and calendaring meetings, sets meeting agendas, setting location, time, and appropriate duration, identifying, inviting and confirming participants, facility arrangements where required.
• Prepare travel arrangements, expense reports, and all items needed to ensure the Managing Director’s successful focus on external relations and organizational growth.
• Research, prioritize, and follow up on incoming issues and concerns addressed to the Managing Director, including those of a sensitive or confidential nature. Consult with the CEO in determining appropriate course of action, referral or response.
• Provide a bridge for clear communication and maintain credibility, trust and support between the office of the Managing Director and staff.
• Work closely and effectively with the Managing Director to keep him well informed of upcoming commitments and responsibilities, and follows up appropriately. Acts as a “barometer,” having a sense for the issues taking place in the internal and external environments and keep the CEO updated.
• Draft acknowledgement and thank you letters, personal correspondence, and other tasks that facilitate the CEO’s ability to effectively lead the organization. Prioritize conflicting needs; handle all matter expeditiously, proactively, and follow through on projects to successful completion, often with deadline pressures.
• Manage the Managing Director’s office ensuring the proper documentation and record keeping on behalf of the CEO.
• Filter general information, queries, phone calls and invitations to the MD by redirecting or taking forward such contact as appropriate.
• Occasionally travelling with Managing Director to take notes or dictation at meetings or to provide general assistance during business trips.
• Deputizing for the Managing Director, making decisions and delegating work to others in his absence.
• Ensure the Managing Director is fully briefed on, or prepared for engagements he is involved in.
• The job holder may be required to perform other ad-hoc tasks that may be deemed necessary.

Qualifications

• Minimum of B.Sc. Degree.
• Minimum of 3 years relevant experience at senior level in a well structured organization.
• Excellent written, verbal and non-verbal communication skills.
• Proficiency with applications such as word, Excel and PowerPoint
• High understanding of Dignity and Diversity in the workplace
• A good deal of common sense, etiquette and an ability to think on one’s feet
• Excellent typing skills, speed and accuracy essential
• Good computer literacy (MS Office, Excel, PowerPoint)
• Excellent organisational skills
• Excellent communication skills, both verbal and written
• Professional telephone manner
• Proven ability to work under pressure and to tight deadlines
• Bright, confident personality
• Well presented
• Highly personable
• Flexible and mature approach with ability to work unsupervised
• Willing to travel.