Secretary / Personal Assistant to the Chairman at Michael Stevens Consulting

Job Summary

• This position is responsible for managing administrative duties for the Chairman of the Board as well as handling sensitive assignments that include highly confidential information.
• Provide critical information connection between the Chairman and internal and external customers to result in high quality and timely delivery of service.

Duties / Responsibilities
Diary management and administration:

• Manage diary; understanding the importance of key meetings, building flexibility into the diary and anticipating needs
• To organise external visits, meetings and speaking engagements and coordinate briefing and material, and make travel and accommodation arrangements to ensure budget and time management pressures are met.
• Prepare letters, reports and other documents
• Screen incoming telephone calls; direct them appropriately
• Review incoming correspondence, distribute and respond accordingly. Follow up where necessary
• Manage and organise administration
• Prepare documentation such as agendas and figures for meetings/ presentations and co-ordinate any project work
• Ensure correct briefing notes or papers for meetings
• Note take in meetings as and when required
• Create and maintain filling systems
• Make and coordinate travel arrangements in line with Company policy
• Ensure stationery supplies are maintained
• Provide support for all other administrative tasks as directed
• Maintain the organisational charts for areas of responsibility
• Process expenses within Company guidelines / timeframes for the Chairman’s office
• Attending to meetings in place of the Chairman if necessary Remember deadlines and prompt where necessary

Communication:

• Communicate clearly, confidently and in a professional manner at all levels both internally and externally
• Deal with all enquiries and requests promptly only escalating when necessary
• Uses initiative to solve problems without the need to escalate
• Build and maintain strong working relationships with key contacts
• Convey a professional image at all times, exercising tact and diplomacy in handling a range of situations of differing content and complexity
• Handle sensitive information with the highest level of discretion and confidentiality

Qualifications

• A Bachelor’s Degree or its equivalent in Law.
• A minimum of 10 years’ experience in a Financial, FMCG, or Consulting similar role within a structured corporate environment
• Knowledgeable in the use of the internet and other electronic office equipment

Other Requirements:

• Minimum Age required: 49 and above
• This role is strictly for male for gender balance
• Strong oral and written communication skills
• Good multi-tasking skills; energetic and result oriented
• Planning and prioritizing skills
• Effective and proven interpersonal skills
• Respects and maintains confidentiality of information
• Must be conversant with the use of Microsoft Office application
• Written and verbal communication skills to initiate professional and effective contact with internal and external customers.
• Knowledge and understanding of technology in meeting management (Skype, GotoMeeting, Video Conferencing)
• Ability to work with sensitive information and maintain a high level of confidentiality and discretion.