PA to the Executive Director

• Maintain complex diary management, both business and personal, for the Executive Director and wider team
• Organise overseas trips and create detailed travel itineraries
• Ensure that correspondence received via electronic mail, postage mail and by any other means, is attended to on a daily basis
• Answering telephone calls in a timely and professional manner, taking clear and detailed messages, and screening of telephone calls on behalf of the ED
• Organising meetings, including booking venues, ordering refreshments and minute-taking
• Meet and greet visitors, and ensure that refreshments are pre-organised as shall be directed when so required
• Processing of expenses
• Ad-hoc personal errands for the Executive director
• Management of miscellaneous issues
• Readiness to be contacted out of office hours, within reason via mobile phone provided by the Employer
• Occasionally covering reception duties if and when necessaryHandling confidential matters with discretion
• Coordinate the day-to-day administrative operations of the office
• Maintain a proper filing system
• Carry out proofreading responsibilities
• Maintain a professional task list and ensure prioritisation of work is properly supported
• Attend meetings and other activities as shall be required.
• Assist in the process of planning and/or organising events as shall be directed.
• Keep schedule of activities and follow-up on progress of such activities. Maintain action plan and provide the ED with up-to-date information and draw-up reports accordingly.
• Generate reports from the Company's management information system as shall be directed by the ED
• Assisting brand managers during promotional periods and launches (artwork, printing, binding, promotional packs)
• Issuing orders for online orders
• Issuing orders for staff
• Liaise with HR Department about HR matters
• Maintain accurate records of Company vehicles, mobile phones, fuel keys, etc. including employee authorised limits. Maintain track of any changes and liaise with HR Department
• Responsible for promoter's schedules, including collating their monthly hours and commissions due and forwarding this to HR; and liaising with brand managers
• Keeping a record of promoter's sales reports and analysing data
• Ensure compliance with all Company policies and procedures, and legislative matters and when in doubt seek advice from superiors
• Communicate any information you feel relevant with the ED and the Management in general

• Related experience in Office Management and/or PA duties
• Digitally Literate, knowledge of Microsoft Office Suite
• Strong communication and organisational skills
• Flexible and adaptable to a changing environment

VacancyCentre