Job Title: Personal Assistant to the Managing Director
Reports to: Managing Director
PREAMBLE:
The holder of Personal Assistant position shall be required to have professional communication skills to successfully complete her/his tasks in efficient manner. She will be required to schedule and organise her work duties. Among other duties she will handle various appointments, calendars, meetings and other events. She will be required to handle both incoming and outgoing correspondences effectively with use of electronic storage applications.
Personal Assistant Specific Duties & Responsibilities
- Responsible for heavy calendar management, requiring interaction with both internal and external executives and assistants, to coordinate a variety of executive meetings
- Communicate and handle incoming and outgoing electronic communications and physical correspondences on behalf of the MD or Directors & other Staffs;
- Schedule both internal and external appointments/meetings for the Managing Director
- Prepare the presentation of materials for executive management meetings;
- Review and summarise miscellaneous reports and documents and prepare background documents and outgoing mail as necessary;
- Take minutes in internal and/or external meetings;
- Manage the Managing Director’s workload, follow up meetings, external contacts;
- Update and chase delegated tasks to ensure progress to deadlines;
- Arrange essential mail in priority action order for the Managing Director;
- Check deadlines on incoming requests and put preliminary work in place;
- Coordinate use of Boardroom and organize Board meetings, company conferences and seminars
- Handle MD’s office filing
- Maintain stationery requirements and stock for GM’s office
- Keep list of names, addresses and telephone numbers of staff of the Company and key partners and stakeholders
- Route correspondence and maintain follow up
- Assure discreet handling of all company business;
- Update mail/phone directories;
- Coordinating events, such as planning company-wide meetings- internally or outside company
- Scheduling appointments for clients
- Scheduling appointments for supervisors and/or employers
- Planning company-wide events, such as team-building activities
- Scheduling conference or meeting rooms for in-office meetings
- Setting up meeting rooms for upcoming meetings
- Maintain admin stock and stationery roles
- Raise requests for replenishment of new admin stock
- Maintaining office equipment including scanners, machines, printers, and telephones
- Managing office documentation using computer-based applications
- Updating internal company documents like employee handbooks
Other General Duties
- Organize Managing Director’s official travel: Itinerary travel tickets, visa, Airport pickup, hotel accommodation for (within and outside the country),
- Ensure visitor’s (shareholders, board directors and other organization visitors) tickets, airport transfer and hotel accommodations are timely organized;
- Ensure travel requisition for staff are approved and choose itinerary through travel agencies for the benefit of the company;
- Do any other task as may be assigned by your supervisor
KNOWLEDGE, SKILLS AND ABILITIES
- Bachelor’s degree in secretariat studies, public administration, legal studies or any other related field
- Minimum of 7 years’ working experience in administration environment
- Fluency in English
- Good presentation and communication skills
- Knowledge of Word, Excel, PowerPoint is an added advantage
- Open minded and focused
- Possess high levels of Integrity, professional behaviour and confidentiality
- Driven by excellence
How to Apply:
A sealed envelope containing a cover letter and CV addressed to the Managing Director should be sent at the following address:
Prime Economic Zones Headquarters
4th floor, PEZ Commercial Building,
Kigali Special Economic Zone Phase 2
or online by using the “Apply for this job” button below no later than March 5th, 2022.
