Job Opportunity at II Marine Limited

Job Description

• As personal assistant to the MD you will be working closely with the MD on a daily basis, providing administrative support, on a one-to-one basis.
• Your job will be to manage the MD's daily itinerary and perform other secretarial and administrative tasks.
• You will need extensive knowledge of the organisation, including the company's aims and objectives.
• You will be expected to know names, numbers and context for all the major clients, suppliers and artisans that MD works with.
• MD will be relying heavily on you, trusting that work will be handled efficiently in his absence.
• Discretion and confidentiality are therefore essential attributes you must display in all your activities.

Responsibilities

• You will often act as MD 's first point of contact with people from both inside and outside the organisation.

Typical Work Activities Include:

• Screening telephone calls, enquiries and requests, and handling them when appropriate;
• Meeting and greeting visitors at all levels of seniority;
• Cordination of contractors for the Company
• Organising and maintaining diaries and making appointments;
• Dealing with incoming email, faxes and post, often handling correspondence on behalf of MD;
• Carrying out background research and presenting findings;
• Producing documents, briefing papers, reports and presentations;
• Organizing and attending meetings and ensuring MD is well-prepared for meetings;
• Liaising with clients, suppliers and other staff;
• Deputizing for MD, making decisions and delegating work to others in his absence;
• Devising and maintaining office systems, including data management, filing, etc.;
• Arranging travel and accommodation and, occasionally, travelling with MD if necessary;
• Attend meetings and generate minutes of the meeting.
• In addition to supporting MD, you will also have your own personal workload and responsibilities.

The Scope of the PA's role can be extensive and additional duties may include:

• Carrying out specific projects and research;
• Business development/Marketing
• Responsibility for accounts and budgets;
• Taking on some of MD's responsibilities and working more closely with management;
• Being involved in decision-making processes

Some of the more practical tasks you will carry out include:

• Ensuring the office is cleaned, AC on and daily schedule on the desk before the time MD gets to the office
• Ensuring that MD's phone bill is paid on time
• Taking note of birthdays of clients, staff, family, friends and other important contacts (organizing for gifts and cards to be sent out)
• Note of other important dates and events in the calendar
• Finding out important events and functions MD should be aware of and may want to attend including meetings, outings, exhibitions and conferences (both local and international)

Qualification/Experience

• A B.Sc./HND graduate with a minimum of two years working experience in a similar role.