Personal / Operations Assistant to the Managing Director at Raybond Technical Limited

Job Description

• The Personal / Operations Assistant role is to help the MD make the best use of his time by assisting in various projects as well as dealing with all secretarial and administrative tasks.
• The PA will be the first point of contact with both internal and external people and requires collaboration with other departments and an understanding of technical processes.

Activities

• Manage calendars and schedule meetings and calendar of MD.
• Draft review and implement strategic actions by the MD.
• Evaluating and advising different courses of action in light of meeting conclusions.
• Following up as necessary after meetings with research and clarifications.
• Following up closely with team members on all action plans outlined by MD.
• Assisting and supporting the MD with operational concerns.
• Assisting MD and executives/ team members on visa application, travel itinerary plans and transportation where necessary.
• Preparing pertinent reports, briefs, and outcome notes while taking part in various meetings and tasks that are presided over or attended by the MD.
• Carrying out a range of high-level administrative tasks, such as creating correspondence, taking calls, keeping files organized, making reservations, and setting up meetings.
• Assisting the MD with a variety of responsibilities, including gathering, evaluating, and summarizing related data.
• Ensure all team members have all they need to carry out their duties and responsibilities.
• Ensure a smooth and seamless operational flow in the absence of the MD or other Executives.
• Keep accurate sheets and documents of client RFQ’S
• Any other duty as may be assigned by the MD.

Qualifications / Experience / Skills
Qualifications:

• Minimum of a Graduate Degree or equivalent qualification preferably in Business Administration, Secretarial studies.
• Relevant professional qualification (e.g., ICSAN) will be an advantage.

Experience:

• 2 or more years of experience;
• Previous personal assistant experience preferred;
• Pleasant disposition and ability to take decisions with lots of initiative.
• Extensive knowledge of relationship management skills and good oral and communication skills.

Skills and Personality Profile:

• Strong computer skills which include: Microsoft Office Software (Word, Excel, PowerPoint and Outlook) and E-mailing tools;
• Possess solid organizational and planning skills;
• Knowledge of office management systems and procedures;
• Excellent written and verbal communication skills in English;
• Must have effective interpersonal skills: Problem-solving, decision-making, negotiation, listening and assertiveness;
• Proficient in report writing and presentation;
• Excellent schedule and time management skills; and
• Must possess strong analytical skills;
• Ability to work accurately with great attention to detail at all times;
• Ability to liaise with staff at all levels;
• Great at staying calm and diplomatic under intense pressure.