Personal Assistant at ICG Medical

Job Summary:

• We are seeking a proactive, organized, and efficient Personal Assistant/Administrator to provide comprehensive administrative support to our Teams. The successful candidate will have strong organizational skills, attention to detail, and the ability to multitask in a fast-paced environment. As a PA/Administrator, you will be responsible for managing schedules, correspondence, office tasks, and general administrative duties to ensure the smooth running of daily operations.

Key Responsibilities:

• Administrative Support: Provide high-level administrative assistance to executives, managers, or team members, including managing emails, calendar schedules, travel arrangements, and other communications.
• Calendar and Schedule Management: Coordinate and maintain appointments, meetings, and events. Ensure that deadlines and key activities are prioritized and communicated effectively.
• Travel Coordination: Organize domestic and international travel arrangements, including flight bookings, accommodations, itineraries, and transportation.
• Communication: Screen and direct incoming phone calls, emails, and other forms of communication, ensuring timely responses and resolution of inquiries.
• Office Management: Oversee day-to-day office operations, such as filing, organizing office supplies, gifting and oversee maintaining a clean and efficient workspace.
• Document Preparation: Assist with preparing reports, presentations, and other documents as needed, ensuring all materials are prepared accurately and on time.
• Event Planning: Assist in organizing company events, meetings, or conferences, including logistics, catering, venue selection, and attendee management.
• Confidentiality & Discretion: Handle sensitive and confidential information with professionalism and discretion.

Key Skills and Qualifications:

• Experience: Proven experience as a Personal Assistant, Administrator, or in a similar role.
• Organizational Skills: Strong ability to prioritize tasks, manage time efficiently, and multitask effectively.
• Communication Skills: Excellent written and verbal communication skills, with the ability to communicate effectively with all levels of the organization.
• Attention to Detail: Highly attentive to detail, ensuring accuracy and professionalism in all tasks.
• Technical Skills: Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software tools.
• Problem-Solving Skills: Ability to identify challenges and find solutions quickly and effectively.
• Discretion & Trust: Ability to manage confidential information with the utmost discretion and integrity.
• Education: A high school diploma or equivalent is required; a degree or certification in Business Administration or a related field is preferred but non-essential.