Personal Assistant

Anonymous Employer

Job Summary

Personal Assistance to Executive Director

  • Minimum Qualification: Diploma
  • Experience Level: Mid level
  • Experience Length: 4 years

Job Description/Requirements

We are seeking a Personal Assistant to the Executive Director who will be responsible for providing support to the Executive Director.  On behalf of the Executive Director, the Personal Assistant will communicate with others outside and inside the organization, will manage busy schedules, and will complete complex administrative tasks. An ideal candidate will be experienced in handling a wide range of administrative and executive support related tasks. This person must be exceedingly well organised, highly flexible and enjoy challenges. This role is challenging but will provide a wide variety of experiences. This particular Executive Director highly values proactiveness and is looking for someone eager to learn and take on ever increasing responsibility. It's an exciting role, no day is the same. The successful candidate will enjoy both engaging high-level relationships one minute and getting the details right the next. Diligence, optimism, and a sense of humour towards life and work are essential. 

Job Description

1 – GENERAL

  • Assist primarily the Executive Director with organizational, financial and personal administration on a daily basis
  • Be friendly and personable while managing heavy communications and calendar scheduling (requiring interaction with both internal and external executives and assistants, as well as consultants, clients, co-workers and the general public) to coordinate various complex meetings
  • Prioritise and manage multiple projects simultaneously and follow through on issues in a timely manner
  • Lead short-term projects and initiatives as requested by the Executive Director
  • Respect the need for confidentiality and sensitivity of information
  • Have a proven ability to exercise good judgment in recognising the scope of authority
  • Assist the Executive Director with all other related assigned tasks
  • Assist other Directors as delegated by the Executive Director

 

2 – COMMUNICATIONS

  • Communicate and handle incoming and outgoing electronic communications on behalf of the Executive Director     
  • Chase responses to requests and emails to/from the Executive Director
  • Greet visitors graciously and in a professional manner, create a good personal image through a neat, clean, businesslike professional appearance and a positive, cheerful attitude
  • Answer phones in a pleasant, helpful and professional manner, direct all incoming calls to appropriate party promptly and efficiently, accurately recording messages and reliably passing messages to recipient in a timely manner
  • Maintain and present the Executive Dashboard and other reports on a timely manner

 

3 – SCHEDULING

  • Work with the Executive Director to manage his calendar and schedule (board meetings, donor meetings, conferences, regional office visits) including coordinating Executive Director’s global and domestic travel itineraries
  • Organise all other meetings to be attended by the Executive Director, including staff lunches, coffees, and Skype calls
  • Ensures that key dates and events are highlighted to the Executive Director ahead of time
  • Ensures that birthdays and other significant events are kept in front of the Executive Director

 

4 – MEETINGS                            

  • Prepare materials, packets and presentations for Executive Director’s meetings, senior management team meetings, off-sites, and all-staff meetings
  • Organise the logistics of board meetings and other key internal meetings
  • Coordinate and distribute notes at management meetings as requested
  • Type up notes of the Executive Director as requested
  • Organise and arrange venues for all other meetings requested by the Executive Director

 

5 – RECORDS AND DOCUMENTATION

  • Maintain records of decisions and ensure action items are clearly recorded for the Executive Director
  • Organise documents for signatures of Executive Director and members of executive staff related to  relevant projects
  • Keep accurate records and files at all times and as appropriate
  • Update and maintain database of executive key contacts

 

6 – OTHER

  • Coordinate travel arrangements including scheduling and purchasing tickets for Executive Director, executive staff, board members, and key guests as directed by the Executive Director
  • Manage Executive Director’s expense claims
  • Purchases and sends gifts for key relationships
  • Meet key guests at the airport
  • Assist with special projects and reports as required as the Executive Director
Qualifications

ESSENTIAL REQUIREMENTS

  • Bachelors degree required
  • 3 years work experience in administrative and personal assistant roles at the executive level
  • Excellent attention to detail, accuracy and quality
  • Excellent written and verbal English communication skills
  • Ability to maintain calendars and schedule appointments
  • Ability to compose and edit written materials, translation experience is a plus
  • Ability to work easily and effectively with a wide range of people
  • Able to manage multiple projects and responsibilities at once; ability to meet deadlines
  • Ability to be flexible and exercise sound judgment
  • Ability to work flexible hours and on weekends as needed
  • Possesses time/organization/stress management skills
  • Strong commitment to company's goals and missions
  • A responsible attitude to all aspects of the work
  • Possesses cultural awareness and sensitivity
  • Demonstrates solid work ethics
  • Proficiency with MS Office Suite especially Word, Excel and PowerPoint

 

DESIRABLE QUALITIES

  • Experience scheduling travel arrangements for management
  • Proficiency with Apple programs, particularly Pages and Keynote
  • Proven appreciation for good design
  • Passion and personal interest in people and providing assistance
  • Holds a positive and outgoing perspective on life
  • Experience or interest in working with migrants and/or marginalized populations is a plus

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