Interagency Post Employee Position Description

Personal Assistant to Senior Management

Basic function of post

A Personal assistant performs secretarial work and provides senior manager with day-to-day administrative support. Their duties include but are not limited to answering phone calls managing correspondence scheduling appointments making travel arrangements and/or organizing events.

A Personal assistant works with senior staff and heads of every department in the college to provide support to the manager with their daily tasks and responsibilities. Therefore a (PA) must have a deep understanding of the college and know who the key personnel are.

It is highly important that a (PA) has great interpersonal skills is well-presented and professional. As well as being creative a highly motivated problem-solver with excellent organization and time management skills to be able to thrive in a fast-paced working environment.

Major job duties and responsibilities

• Provide high-level administrative support by conducting research preparing statistical reports handling information requests and performing clerical functions such as preparing correspondence receiving visitors arranging conference calls and scheduling meetings.
• Handles routine and advanced correspondence that includes confidential and time-sensitive letters.
• Keeps the pace of the inflow and outflow of the information under a tight schedule.
• Follows up with others on calls incoming and outgoing communication.
• Coordinates and follows up on the implementation of the different tasks between the Boss and the different departments.
• Prepares and attends meeting takes minutes and follows up execution.
• Prepares calendar and schedules appointments and meetings as appropriate locally and internationally including their preparation follow-up work and relevant arrangements.
• Arranges advanced travel and hospitality planning for small or large groups
• Maintains and improves the filing system and tracking of documents available in the manager office.
• Act as the point of contact between the manager and internal/external clients
• Screen and direct phone calls and distribute correspondence.
• Extensively manage e-mails including checking incoming/outgoing emails and following up as necessary
• Create and reformat effective presentations and documentation.
• Prepare reports and documentation for meetings and appointments.
• Conducting research on behalf of the manager.
• Keep up to date with the latest apps and gadgets and with professional best practice.
• Maintain various records and documents for manager.
• General administration and management of confidential and sensitive information.
• Following up actions identified in meetings.
• Keeping self-informed about work and activities of the Manager proactively seeking information.
• Maintaining up to date logically structured files and documents. Devise and maintain manager office filling system.
• Provide a complete secretarial and personal assistance for the manager.

Note: This position description in no way states or implies that these are the only duties to be performed by employees.

Position duties extend to other responsibilities as directed by the Senior Management.

Qualifications Required for effective performance

Education: Bachelor Degree in Business administration or any relevant study.

Work Experience: 4 years or more in office management – executive assistance.

Language proficiency: Fluent English spoken and written.

Job Category: Administration – Operations/Management.

Skills and abilities:

• Working under pressure and on a tight schedule.
• Having excellent management, communication, interactive and negotiation skills.
• Team Player and able to work with different departments to accomplish common goals.
• Professional computer user especially Microsoft office programs.

Position Element

Supervision received: Senior Management

Supervision exercised: Front Desk – Clinic - CCA

Authority to make commitments: No Authority

Time expected to reach full performance level: 3 Months

Contact Details: Full-time annual renewable contract.