Position: PERSONAL ASSISTANT TO THE EXECUTIVE DIRECTOR.
Deadline: 10 Dec 2021.
Date posted: 25 Nov 2021.
Location:Dar es Salaam.
Description:
Job Purpose
The Personal Assistant (PA) reports directly to the Executive Director and works closely with members of the Executive Leadership Team to providing information management support to enhance their effectiveness. The role provides a valuable contribution to transforming the business into a world class leader, while at the same time providing support to the Director. This role is highly visible and varied, providing a comprehensive and confidential high level administrative role in support of the company mission and vision.
Key Tasks & Duties
- Support the Executive Director by providing a high standard of personal executive level assistance to meet the needs of the Executive Director’s objectives, including a significant amount of diary management, setting up meetings, hospitality, travel and visa arrangements worldwide
- Support the Executive Director in execution of commercial duties and executive decision making. Importantly the successful candidate must have working knowledge of import, export and customs procedures
- Support the Executive Director as required with setting up meetings, drafting agendas, taking minutes l at meetings, circulating papers
- Work closely and provide proactive support to the Executive Leadership Team, including administrative support, travel arrangements, processing expenses, visa applications, greeting visitors and ensuring the consistent application of all policies and procedures
- Undertake a range of Governance duties, including amendments to Directors details with BRELA and related commercial issues
- Comply with data protection legislation, manage company files and filing (both electronic and hard copy), archiving or disposal of documents when appropriate
- Produce information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics
- Conserve executive's time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications
- Maintains executive's appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel
- Represent the executive by attending meetings in the executive's absence; speaking for the executive
- Welcome guests and customers by greeting them, in person or on the telephone; answering or directing inquiries
- Maintain customer confidence and protects operations by keeping information confidential
- Complete projects by assigning work to clerical staff; following up on results
- Prepare reports by collecting and analyzing information
- Secure information by completing data base backups
- Provide historical reference by developing and utilizing filing and retrieval systems; recording meeting discussions
- Maintain office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies; verifying receipt of supplies
- Ensure operation of equipment by completing preventive maintenance requirements; following manufacturer's instructions; troubleshooting malfunctions; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques
- Maintain professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies
Knowledge, Qualifications & Experience
- Bachelor's Degree in Public Administration, HR or any related field
- Minimum 5 years' experience as an all- round executive level PA
- Must have excellent interpersonal, customer service and time management skills, together with diplomacy, tact and well developed organisational skills
- Must have the confidence to deal with people at all levels and from all backgrounds. The ability to listen and communicate confidently and clearly, both orally and in writing is essential
- The work requires administrative ability and is often to tight deadlines where accuracy and confidentiality are essential requirements of the job
- Must be IT literate with experience of Microsoft Office including Outlook, Word, Excel and PowerPoint.
- Must be able to draft correspondence both standard and ad-hoc with minimal supervision ensuring both quality and accuracy in all your work
- The ability to maintain confidence and discretion at all times
- Exceptional presentation and communication skills
- Digitally savvy and adept at using social media
- An innovator with the ability to use creativity and initiative to bring fresh ideas
- A team player and able to quickly establish credibility amongst people at all levels both within and across numerous cultures
- An ability to define problems, collect data, establish facts and draw valid conclusions
- Open and collaborative working style; must be comfortable in an environment where ideas are shared and challenged
- Passion and enthusiasm
- Willingness and ability to travel overseas