Personal Assistant
- Port Louis
- Not disclosed
- Permanent
- Added 25/02/2025
- Closing 27/03/2025
- HR Team
We are looking for a Personal Assistant for our Managing Director. to assist him in making best use of his time as well as dealing with all secretarial and administrative tasks.
Position: Personal Assistant
We are looking for a Personal Assistant for our Managing Director, to assist him in making best use of his time as well as dealing with all secretarial and administrative tasks.
Duties:
| Administrative Support | 1 | Calendar Management - Coordinate and manage the employer's schedule, including scheduling meetings, appointments, and events, and ensuring optimal time allocation. | |
| 2 | Travel Arrangements - Plan, organize, and manage travel itineraries, including booking flights, accommodations, transportation, and handling visa and travel documentation. | ||
| 3 | Acting as a first point of contact - dealing with correspondence and phone calls | ||
| 4 | Meeting Preparation: Prepare meeting materials, agendas, and presentations. Attend meetings to take notes, minutes, and follow up on action items. | ||
| 5 | Participate in highly confidential meetings, provide accurate records, transcribe and distribute minutes of meetings | ||
| 6 | Email and Correspondence: Filter, prioritize, and respond to emails, messages, and other communications on behalf of the employer. Draft and send correspondence as needed. | ||
| 7 | Draft presentations, communications, memos, letters and reports | ||
| 8 | Office Stationaries management and replenishment | ||
| 9 | Management and Recording of usage of Office Stamps for all BUs | ||
| 10 | Managing databases (Managers' leaves records)/Stamps Records | ||
| 11 | File Management - Organize and maintain electronic and physical files, documents, and records for easy retrieval. | ||
| 12 | MD's Authorisation - Liaise with different departments on docs requiring MD's signature, check the docs and return signed docs to relevant departments | ||
| 13 | Interdepartmental Coordination: Collaborate with different departments or teams within the organization to facilitate smooth communication and cooperation. | ||
| Alpha Contracting | 14 | Provide administrative support for Alpha Contracting - Incoming calls, liaising with clients for survey visits, drafting quotations, follow up of attendance and daily works of workers, verification of their monthly wages, yearly renewal of CIDB Certificate, monthly reports on quotations, liasing with debtors on pending payments and accounts on invoices | |
| Alpha Madagascar | 15 | Provide administrative support for Alpha Madagascar - Check incoming mails and distribute to concerned departments, Contract Management, Update Client Database, Follow up on weekly and monthly reports | |
| Messenger | 16 | Manage and review the daily routing of Messenger, liaise with Debtors, Finance and other BUs for dispatch of docs | |
| COO | 17 | Calendar Management/Travel Arrangements/Meeting Preparation/Follow up of reports and action items | |
Requirment:
- Atleast 3 years of experience
- Minimum HSC
- At ease with oral and written englist
- IT Literate
