Personal Assistant to the MD at IGPES Group

Responsibilities

• Providing comprehensive secretariat support and assistance to the Managing Director in the discharge of his duties.
• Prepare memos, letters and miscellaneous correspondence for MD’s approval and ensure daily dispatch of outgoing mails.
• Updating MD’s contact database and maintaining official diary
• Proactively prioritize, plan and schedule MD’s busy schedule, diary commitments, papers, and travel arrangements are managed effectively including producing a daily folder with diary, necessary papers, etc.
• Conduct daily diary meetings with the MD to discuss upcoming engagements, invitations, and other requests.
• Maintaining regular updates of appointments and ensuring the preparation for meetings is smooth.
• Manage the calendar for the MD, receive/respond to sensitive correspondence, keep, maintain, update, and retrieve files.
• Filter general information, queries, phone calls and invitations to the MD.
• Carry out research on behalf of the MD when assigned.
• Ensure guests meeting with the MD are well taken care of.
• Provide a service that is in line with the MD’s work habits and preferences.
• Anticipate and identify potential problems in relation to issues arising, particularly when priorities can change at very short notice.
• Use own initiative to undertake action to minimize disruption to the scheduled workload.
• Maintaining office systems, including data management and filing.
• To carry out any other function that may be assigned by the MD.
• Management reserves the right to add or remove you from your responsibilities and can transfer you to another department where it feels you could perform better.

Requirements

• Bachelor’s degree in Business Administration, Secretarial Administration, Public Administration, or related fields.
• At least 5 years’ working experience in a similar position.
• Demonstrable experience in an administrative / executive assistant  /PA role in a highly pressurized environment requiring tact, judgment, and discretion in handling internal and external contacts (essential).
• Experience of diary management / researching and booking of travel and accommodation (essential).
• Experience of successfully working with senior management.