Executive Personal Assistant

Job Description

Job Summary

The Executive Personal Assistant provides full administrative and secretarial support at a senior level to ensure the smooth management of the day to day affairs, and most effective use of the time. Handle sensitive and complex issues in a professional and objective manner. This position serves as the primary point of contact for internal and external constituencies on all matters pertaining to the his/her immediate superior, handling information requests, performing clerical functions such as preparing correspondence, arranging conference calls and scheduling meetings and fulfilling all administration requirements assigned.  

Job Responsibilities 1

• Ensures to compile data, prepare error free reports or collate data for consideration and presentation by supervisor as and when required within the set deadline.
• Process and respond promptly to incoming and outgoing communications (post, telephone, fax, email, face to face), accurate message taking, copying and distributing information as necessary

Job Responsibilities 2

1. Customer Service : Ensure to remain professional and approachable at all times, provide excellent customer service to all visitors and act as a face of the organization to increase organization branding internally and externally.

• Ensure to maintain a scheduler to help organize appointments with the direct supervisor and give necessary advice / reminder on daily basis and ensure critical meetings are not missed.
• Ensure to check admission of guests without appointments to the direct supervisor on daily basis.
• Ensure to maintain a log of visitors and appointments for easy reference on a daily basis.
• Ensure to appear and act in a professional and pleasant manner with all visitors and score 90% or more in random performance surveys conducted by the department head.

2. Correspondence and Information Management: Ensure to confidentially and accurately distribute, record or file correspondences, calls or queries at all times to ensure efficient traceability of all documents handled in the direct supervisor’s office.

• Ensure that documents for the department are distributed to the concerned personnel on a timely manner on a daily basis.
• Ensure that documents for the direct supervisor are properly screened / and organized in the signature file on daily basis.
• Ensure to record distributed documents and monitor actions taken for correspondence that require reply on a daily basis.
• Ensure to advise the direct supervisor for any documents / matters that require immediate attention on daily basis.
• Ensure to screen and forward approved calls to the direct supervisor on daily basis.
• Ensure to monitor all documents coming in or leaving the department in compliance to the quality management system at all times.
• Ensure proper dissemination of mails to the department on daily basis.
• Ensure that couriers / packages are delivered / received on timely manner

3. Preparing communication/ research materials: Ensure to collate data or to prepare professional reports, memos or presentations as and when requested by the supervisor within the established time frame with minimal errors

• Ensure to compile data, prepare error free reports or collate data for consideration and presentation by supervisor as and when required within the set deadline.
• Ensure to prepare accurate and well-presented correspondence on daily basis.
• Ensure that required correspondence is submitted for signature / approval within one day from receipt of instruction.
• Ensure to submit all required reports on the time required.
   

Additional Responsibilities 3

Job Knowledge & Skills

• Knowledge in office administration

• Knowledge and experience in delegation of authority and responsibility

• Knowledge of Information gathering and monitoring

• Excellent working knowledge of English (oral and written)

• High proficiency in Computer Office Applications & Programs (MS Excel, Word etc.)

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• ERP knowledge preferably SAP functional skills are a requirement to be successful in this role.

Job Experience

Total    7 year(s) On Job      3 year(s) GCC     3 year(s)

Competencies

Collaboration
Accountability
Resilience
Quality
Leadership
General Inventory Management L2
Calendar Maintenance L2
Document & Record Control L2
Travel Arrangements L2
Administrative Document Design L2

Education

Bachelor’s Degree in Business Administration or any related field