Personal Assistant

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Main Duties:

• Devising and maintaining office systems, including data management and filing;
• Arranging travel, visas and accommodation for Director;
• Screening phone calls, enquiries and requests, and handling them when appropriate;
• Meeting and greeting visitors at all levels of seniority;
• Organising and maintaining diaries/ calendar of Directors and making appointments;
• Dealing with incoming email, faxes and post, often corresponding on behalf of the Director;
• Carrying out background research and presenting findings to Directors;
• Producing documents, briefing papers, reports and presentations;
• Managing databases and filing systems;
• Organising events and conferences of Directors;
• Reminding the Director of important tasks and deadlines;
• Typing, compiling and preparing reports, presentations and correspondence;
• Organising and attending meetings and ensuring the Director is well prepared for meetings;
• Liaising with clients, suppliers and other staff;
• Perform any other cognate duties as requested by the reporting line.

Qualifications:

• Executive Secretary’s Diploma or equivalent;
• 2 years as Personal Assistant;
• Ability to work autonomously and under pressure;
• Flexible and reliable;
• Co-operative personality and customer oriented;
• Good verbal and written communication skills (English and French);
• Professional personal presentation;    
• Attention to details, efficient organizing and planning;
• Discretion, confidentiality.