Summary of job

 Provide full administrative and secretarial support at a senior level to the Managing Director to ensure the smooth management of her day to day affairs, and most effective use of her time. Handle sensitive and complex issues in a professional and objective manner. Take initiative as appropriate especially in the Director’s absence.

Providing administrative assistance, such as writing and editing e-mails, drafting memos, and preparing communications on the management’s behalf
    Maintaining comprehensive and accurate records  
    Maintain records of the Director’s contacts.
    Organizing meetings, including scheduling, sending reminders, and organizing catering when necessary
    Managing the executive’s calendar, including making appointments and prioritizing the most sensitive matters
    Assist Managing Director in researching and following up with the action on matters which fall within the Director’s responsibility – chasing responses, triggering follow-up action
    Maintaining day to day schedule, calendar appointment and meeting arrangements, monthly timesheet
    Handling filing system in   (soft copy) and hard copy in respective file boxes  Travelling arrangement (individual or group)
    inbound & outbound (Hotels / Tickets / Transportation / Online Check-in / Trip File full-set)  Training plan and arrangement 
    Performing secretarial & administrative tasks for members of the various committee as assigned or requested   Keeping confidential information 
    Performing special and confidential assignments as required
    Very strong interpersonal skills and the ability to build and maintain professional, friendly, and cordial relationships with stakeholders, including staff, board members, external partners, and donors.
    Highly resourceful team player with the ability to also be extremely effective independently.
    Demonstrated proactive approaches to problem­ solving with strong decision-making capability.
    Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.
    Ability to understand and interpret policies and procedures as well as apply them with consistency.
 

Person specification 
• Educated to degree level or equivalent. 
• Experienced Personal Assistant at senior management level. 
• Ability to organize and plan own work. 
• Excellent attention to detail, with the ability to maintain a high level of accuracy. 
• A flexible, proactive approach to work including the ability to prioritize and re-priorities. 
• Ability to work on own initiative. 
• Ability to deal with sensitive information with discretion and to maintain confidentiality. 
• Excellent IT skills, including a working knowledge of presentation software packages, preferably Microsoft Office Word, Excel, and PowerPoint