Personal Assistant at Value Seeds Limited

Job Summary

• The Personal Assistant will provide support to President of Value Seeds Limited anticipating needs of the President with little supervision on day-to-day workflows, filtering various projects and activities while participating in a wide range of special projects where and when necessary.
• The preferred candidate will perform, coordinate, manage, oversee and manage the President’s calendar, activities, administrative and business duties while providing an extensive level of support which will enable the President to work more efficiently and effectively towards reaching the organization’s goals.

Duties and Responsibilities

• Manage the day-to-day calendar and activities of the President in order to ensure his high-value time utilisation in relationship to external and internal requirements. Update the President of upcoming meetings and ongoing obligations
• Conserve the President’s time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analysing information and initiating and responding to communications.
• Timely preparation and presentation of materials for key external and internal meetings involving the President
• Prioritisation of tasks, activities and issues requiring the President’s attention to ensure they are acted upon in a timely manner and assist in following up on requests made by the President
• Attending meetings with the President where and when necessary
• Take notes, record observations and gather contact information of meeting/event as it relates to the President
• Prepare briefing memos and relevant updates for the President on outstanding projects, identify issues, develop contingencies and suggest remedies
• Provide regular operating status reports to the President as needed, assisting the President during operational reviews through follow up on assigned performance tasks and deadlines
• Prepare reports by collecting and analysing information
• Maintain executive's appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel.
• Provide historical reference by developing and utilizing filing and retrieval systems; recording meeting discussions.
• Maintain President’s office supplies inventory by checking stock to determine inventory level; engaging with the logistics team, anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies; verifying receipt of supplies
• Any other duties as assigned by the President to meet organisational requirements

Qualifications
Education, Training and Experience:

• B.Sc./ HND in Business Administration, Communication and Public Relations, English or related field
• Minimum of 2 years working experience as a Personal Assistant, Executive Assistant or similar role, usually supporting senior leadership

Skills and Knowledge:

• Solid knowledge of office practices and procedures
• High attention to details, strong organizational skills and good problem-solving skills
• Strong communication skills, both written and verbal, and good use of English Language
• Proficiency in Productivity Tools such as Google Calendar and Suites, MS Word, Excel Outlook and Powerpoint
• Highly efficient to multitask and work under pressure to meet deadlines
• Dexterity with office machines and equipment
• Personal drive for agreed-upon results and surpass expectations
• Ability to work late hours
• Good record-keeping and filing acumen, manually and electronically
• Efficient time-management skills
• Ability to maintain confidentiality and demonstrate sound judgment.
• Proactive mindset with the ability to anticipate the needs of the President
• Personal qualities of integrity, credibility and a commitment to the Company’s mission

Working Conditions:

• Full time work week days with occasional work, meetings and events during weekends and holidays. There may be occasional travels on official responsibilities.

Salary

• Attractive and Competitive