Personal Assistant to the Managing Director at Clear Leaf

Job Description

Main Tasks and Responsibilities 

• Manage the day-to-day office tasks of the Managing Director
• Prepare background documents and outgoing mail as necessary.
• Monitor, screen, respond to and distribute incoming communications
• Maintain accurate calendars with an understanding of prioritizing important deliverables
• Act as a liaison for the Managing Director for internal and external inquiries
• Participate in highly confidential meetings and provide accurate records, transcribe and distribute minutes of meeting.
• Review and summarize miscellaneous reports and documents.
• Assist MD to Draft high-level presentations, communications and documents using Word, Excel and PowerPoint
• Collaborate with other team members to organize various corporate events. Manage and   maintain executives' schedules, appointments, and travel arrangements.
• Conduct research, collect, and analyze data to prepare reports and documents for Managing Director
• Prepare monthly expense reports for Managing Director
• Prioritize and manage multiple projects simultaneously and follow through on issues in a timely manner.
• Manage Head Office payroll (about 35 people).
• Load payments for release.
• Handle insurance claims

The Employee requires these skills and experience in order for it to carry out its business.

• Ensure the MD’s diary is optimally managed for internal and external responsibilities and duties
• Liaise with other stakeholders to coordinate various meetings 
• Schedule meetings for MD to meet with direct reports and their teams at intervals as agreed. 
• Provide confidential secretarial support to the MD.
• Recording and typing agendas, minutes, memos, letters, reports and presentations for the MD when required.
• Responsible for answering, scanning and re-routing of telephone calls as well as setting up of telephone or video conferences.
• Responsible for scrutinizing, re-routing and answering of all incoming correspondence (mail and e-mail)
• Book venues for meetings and organizes refreshments
• Ensure database with contacts and telephone numbers and e-mail addresses is established and maintained.
• Support Executive with compliance to company policies and ensure Executive is kept abreast of policy changes.
• Scout and maintain an awareness of Executive’s portfolio and advise the Executive of information and or matters of interest such as conferences, seminars etc.

Travel Arrangements - Responsible for making travel arrangements for the MD by:

• Liaising with people and companies to be visited to arrange suitable dates and venues.
• Arrange flights tickets, accommodation, car hire etc.
• Support the Executive with trip planning and¬ Prepare detailed itineraries for the Executive
• The above will also include travel for personal purposes such as commuting flights etc.

Qualifications

• Grade 12 (required)
• Relevant Diploma in Office administration / Business Administration / Secretarial Support (an advantage)
• 3 to 5 Years Minimum Experience in an administrative support role 
• At least 2-3 years’ experience as an executive assistant
• Relevant software application (MS Office Suite)
• Pastel (accounting and payroll) (preferred) 
• Diary Management
• Demonstrated ability to work with a high level of initiative to tight deadlines and provide innovative thinking around administration. 
• Able to work in a fast-paced environment.
• Working under pressure
• Deadline driven.
• Strong attention to detail.
• Accurate/Meticulous/Efficient/Strong/Confident
• Good communication skills
• Excellent verbal, written, telephone and interpersonal skills.
• Computer literacy including developed skills on (MS Office Suite)
• The ability to manage own workload and to work as part of a team.
• Honest and Reliable