Job Summary
- Our client, a reputable organization in the pharmaceutical industry, is seeking a highly organized, proactive, and detail-oriented Personal Assistant to provide comprehensive administrative, operational, and personal support to senior management.
- The ideal candidate will play a critical role in ensuring the smooth day-to-day operations of the executive office by managing schedules, handling correspondence, coordinating meetings, and supporting confidential business activities.
- This role requires professionalism, discretion, strong communication skills, and the ability to multitask in a fast-paced environment.
Key Responsibilities
Administrative Support Duties:
- Manage and maintain the executive’s daily schedule, calendar, and appointments to ensureeffective time management.
- Prepare, edit, and format documents such as reports, presentations, memos, and internal communications.
- Handle all incoming and outgoing correspondence (emails, phone calls, letters) professionally and promptly.
- Maintain accurate and well-organized filing systems for both physical and electronic documents.
- Monitor office supplies and coordinate replenishment when necessary.
- Assist with data entry, record keeping, and document control in compliance with company policies and regulatory standards.
Executive & Personal Support:
- Act as the primary point of contact between the executive and internal/external stakeholders.
- Anticipate the executive’s needs and proactively address issues before they arise.
- Manage personal errands or assigned tasks discreetly and efficiently when required.
- Handle confidential and sensitive information with the highest level of professionalism and discretion.
Meeting & Travel Coordination:
- Schedule, organize, and coordinate meetings, appointments, and conferences.
- Prepare meeting agendas, take accurate minutes, and follow up on action items.
- Coordinate local and international travel arrangements, including flights, accommodation, transportation, and itineraries.
- Ensure all meeting materials and logistics are prepared in advance.
Communication & Liaison:
- Liaise with internal departments, vendors, healthcare partners, and regulatory bodies when necessary.
- Draft professional emails and communications on behalf of the executive.
- Ensure timely follow-ups on assigned tasks and correspondence.
Office & Operations Support:
- Support the smooth operation of the executive office by ensuring deadlines and priorities are met.
- Assist with project coordination and tracking deliverables where applicable.
- Support compliance with pharmaceutical industry standards and internal company procedures.
Key Performance Indicators (KPIs)
Time Management & Scheduling:
- Maintaining an up-to-date executive calendar with no overlapping or conflicting appointments.
- Scheduling meetings, appointments, and reminders at least 24–48 hours in advance where possible.
- Ensuring the executive is adequately prepared and informed ahead of all scheduled engagements.
- Prioritizing tasks based on urgency and importance without delays.
- Ensuring deadlines are tracked and met consistently.
- Minimizing last-minute changes caused by poor planning.
Administrative Efficiency:
- Accuracy and completeness of prepared documents (reports, letters, presentations, and memos).
- Proper filing and organization of physical and electronic documents for easy retrieval.
- Timely completion of assigned administrative tasks.
- Consistent updating of records, logs, and databases.
- Effective management of office supplies with no stock shortages affecting operations.
Communication & Correspondence Management:
- Timely response to emails, phone calls, and messages on behalf of the executive.
- Clear, professional, and error-free written communication.
- Proper documentation and tracking of incoming and outgoing correspondence.
- Effective follow-up on emails, requests, and action items until closure.
- Professional handling of internal and external stakeholder communications.
Confidentiality & Professional Conduct:
- Proper handling and secure storage of sensitive and confidential information.
- Non-disclosure of executive or company-related information to unauthorized parties.
- Compliance with company policies, data protection guidelines, and industry regulations.
- Demonstration of professionalism in all interactions and situations.
- Maintaining discretion when handling personal or sensitive assignments.
Meeting Coordination & Support:
- Scheduling meetings accurately with confirmed participants and venues.
- Preparation and circulation of meeting agendas in advance.
- Availability of all required meeting materials before meetings commence.
- Accurate documentation of meeting minutes and distribution within 24 hours.
- Tracking and following up on action points assigned during meetings.
Travel Planning & Logistics:
- Timely booking of flights, accommodation, and transportation.
- Preparation of complete travel itineraries with all necessary details.
- Ensuring travel plans align with approved budgets.
- Handling travel changes efficiently with minimal disruption.
- Ensuring the executive’s comfort and safety during official trips.
Stakeholder & Relationship Management:
- Maintaining positive working relationships with internal teams and external partners.
- Professional representation of the executive and organization at all times.
- Effective coordination with vendors, service providers, and departments.
- Prompt resolution of stakeholder concerns or requests.
- Receiving positive feedback from internal and external stakeholders.
Office & Operations Support:
- Smooth daily office operations with minimal disruptions.
- Timely completion of operational support tasks.
- Effective coordination with internal departments and service providers.
- Support for projects and special assignments as required.
- Speed and effectiveness in resolving operational issues.
Qualifications & Experience
- Minimum of OND/HND/Bachelor’s degree in Business Administration, Office Management, Secretarial Studies, or a related field.
- 2–4 years proven experience as a Personal Assistant, Executive Assistant, or Administrative Officer (experience in the pharmaceutical or healthcare industry is an added advantage).
- Strong understanding of office administration and executive support functions.
- Experience working in a structured, professional environment.
Skills & Competencies:
- Excellent organizational and multitasking abilities.
- Strong written and verbal communication skills.
- High level of professionalism, discretion, and integrity.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
- Ability to work independently and take initiative.
- Ability to work under pressure and meet tight deadlines.
- Interpersonal skills and the ability to build strong working relationships.
- Strong attention to detail and problem-solving skills.
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