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Job Summary
Key Responsibilities
Diary & Schedule Management
- Manage and maintain a busy diary, including appointments, meetings and general scheduling.
- Coordinate and confirm appointments and ensure the executive is well prepared for his commitments.
- Identify potential scheduling conflicts and proactively resolve them.
- Keep track of changing priorities and ensure important commitments are not overlooked.
- Keep track of stakeholder commitments, action items and agreed deadlines.
- Proactively follow up with relevant individuals to ensure commitments are completed.
- Capture verbal instructions and ensure that agreed actions are followed through.
- Maintain a clear overview of outstanding matters and provide reminders where required.
- Coordinate information and requests between the executive and relevant stakeholders.
- Manage general correspondence, emails and administrative communication.
- Assist with organising and maintaining documents and information.
- Handle routine administrative tasks on behalf of the executive.
- Ensure that important information and requests are appropriately communicated and followed up.
- Maintain accurate records and filing systems.
- Arrange personal and professional appointments.
- Make restaurant and other bookings.
- Assist with personal shopping and errands when required.
- Assist with household and family administration.
- Coordinate personal appointments and arrangements.
- Be comfortable leaving the office to attend to errands or arrangements when required.
- Handle personal, family, business and sensitive information with a high level of confidentiality.
- Exercise sound judgement and discretion when dealing with sensitive matters.
- Maintain professional boundaries while providing a high level of personal support.
- Assist with coordinating meetings, appointments and business engagements.
- Liaise with internal and external stakeholders when required.
- Ensure that practical arrangements and logistics are taken care of.
- Anticipate needs and take initiative rather than waiting for instructions.
- Provide general support wherever required to ensure the executive's time is used effectively.
- Previous experience in a Personal Assistant, Executive Assistant, Office Administrator or similar support role.
- Strong organisational and administrative skills.
- Excellent diary and scheduling management abilities.
- Strong follow-up and coordination skills.
- Excellent attention to detail.
- Good written and verbal communication skills.
- High level of discretion and confidentiality.
- Ability to work independently and take initiative.
- Reliable, responsible and trustworthy.
- Comfortable managing both professional and personal responsibilities.
- Comfortable with occasional errands and tasks outside the office.
- Proficient in Microsoft Office and general computer applications.
- Own reliable transport and a valid driver's licence would be advantageous.
Merand Corbett & Associates
Recruiter
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