PERSONAL ASSISTANT

Job Description

• Manage the daily administrative functions to assist the General Manager
• Core Duties may include answering telephones, greeting and directing office visitors, responding to direct requests for information or assistance, forwarding messages, typing, filing, faxing, data entry, and photocopying, taking notes, distributing mail, and assisting with mailings and shipments or ordering supplies.
• Additional duties may include generating purchase orders and invoices and following through with Suppliers and Customers, monitoring daily attendance, handling petty cash, calculating overtime, and coordinating with HR for employee personnel-related activities and maintaining accurate records .
• Assist in collating information and creating and presentations.
• Assist with preparations for CAPEX.
• Coordinate and manage diary, travel and meeting requests.
• Schedule General Manager’s appointments, maintain his calendar and make alternative arrangements for cancelled or interrupted appointments.
• Follow through as required for work delegated by the General Manager to facilitate the completion of agreed activities.
• Prepare daily, weekly and monthly reports.
• Manage and maintain effective office procedures and efficient work flow.
• Undertake additional related responsibilities as required.

Skills

• 5 years industry experience in the same or similar position.
• Must be proficient in MS Office and a structured organizer and planner.
• Confidentiality and integrity - essential.
• Ability to work unsupervised and to tight deadlines.
• Ability to be an effective team player.
• Ability to effectively and professionally communicate with employees at all levels; including Directors.
• Input and data management and use of database know-how.
• Experience working with figures (budgets, spreadsheets, etc.).
• High level competency with Excel-able to produce complex spreadsheets and pivot tables. Have the ability on how to best present information for influence and decision making.
• Competent in Arithmetic to be able to effectively interpret budgets.