Personal Assistant to the MD / Admin Manager at BATOIL Services

Key Responsibilities
P.A Duties:

• Manage the MD’s calendar, meetings, appointments, and travel arrangements.
• Organize and maintain the MD’s office filing system, ensuring confidentiality at all times.
• Maintain a strong network of relationships with key business contacts to ensure prompt and effective communication on behalf of the MD.
• Coordinate logistics for executive meetings, internal & external engagements
• Assist the MD in prioritizing business initiatives and deadlines, keeping track of key deliverables.
• Manage confidential personal information with discretion and ensure seamless coordination of the MD’s professional and personal life.
• Handle personal errands and administrative tasks for the MD as required (e.g., personal appointments, banking, etc.).

Admin Duties:

• Organize and manage internal and external meetings, conferences, and company events, handling logistics and planning. as needed.
• Liaise with vendors and service providers to manage contracts, order office supplies, and maintain office equipment.
• Manage the office administration, facility maintenance, budget, track expenses, and ensure cost-effective purchasing practices.
• Organize domestic and international travel, including flight bookings, accommodation, transportation, and visa applications for all stakeholders.
• Coordinate office management duties such as supply inventory, vendor coordination, procurement and equipment maintenance.
• Collaborate with various departments for projects planning and execution.
• Assist in project management and follow up with departments to ensure the timely completion of strategic objectives.

Key Requirements

• Bachelor’s Degree in Business Administration, Management, or a related field.
• Minimum of 5 years of experience as a Personal Assistant or Executive Assistant, ideally supporting C-suite executives.
• Female candidate for gender balance.
• Must live in close proximity to the island.

Skills:

• Strong attention to detail and ability to maintain a high level of accuracy.
• A positive, can-do attitude and a willingness to take on new challenges.
• Strong communication and people skills, with the ability to interact confidently and diplomatically with stakeholders at all levels
• Strong project management, procurement and negotiation skills.
• Resourceful & Tech-savvy, Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), with the ability to adapt to new software quickly.