Executive Personal Assistant

Job Description

Job Description

Roles & Responsibilities

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The Executive Personal Assistant provides full administrative and secretarial support at a senior level to ensure the smooth management of day-to-day affairs. The position handles sensitive and complex issues in a professional and objective manner and serves as the primary point of contact for intemal and extemal constituencies on all matters pertaining to his/her immediate superior such as but not limited to handling information requests, performing clerical functions such as preparing correspondence, amanging conference calls and scheduling meetings and fulfilling all administration requirements assigned.

Job Responsibilities 1

Ensure the proper compilation of data, prepare error-free reports and/or collate data for consideration and presentation by supervisor as and when required within the set deadline.

Process and respond professionally and promptly to all incoming and outgoing communications (post, telephone, fax, email, face to face), accurate message taking, copying and distributing information as necessary. Remain sinctly professional and approachabile at alt times, provide excellent customer service to all visitors of immediate supervisor and business partners

Ensure to maintain an accurate and up-to-date scheduler to help organize appointments with the direct supervisor and give necessary advice/reminder on daily basis and ensure critical meetings are not missed. Ensure to check artmission of guests without appointments to the direct supervisor on daily basis and maintain a log of visitors and appointments for saty reference on a daily basis.

Ensure total confidentiality and accurately distribute, record or file correspondences, calls or queries at ad limes to ensure efficient traceability of all documents handled in the direct supervisor’s office. Ensure that documents for the department are distributed to the concemed personnel on a timely manner, are property screened/and organized in the signature file on daily basis.

Ensure to record distributed documents and monitor actions taken for comespondence that require reply on a daily basis and advise the direct supervisor for any documents/matters that require immediate aftention on daily basis.

Ensure screening and forwarding approved calls to the direct supervisor on daily basis.

Ensure to monitor all documents cuming in or always leaving the department in compliance to the quality management system.

Ensure proper dissemination of armseils to the department on daily basis. Ensure that courlers/packages are delivered/received in timely manner.

Ensure to collate cate or to prepara perlessionual reports, memos or presentations as and when requested by the supervisor within the established time frame with minamal errors.

Ensure to comple data, prepare emir tree reports or coltate date for consideration and presentation by supervisor as and when required within the set deadine

Pistoiency inactive tasks such as scheduling meetings, managing calendars, organizing travel arrangements, and handling comespondence, ensuring efficient office operations.

Alality to prove tak manage deadlines, and handle multiple responsibilities simultaneously optimizing the executive’s time and productivity.

Understanding of the importance of confidentiality in handing sensitive information, such as financial documents, legal matters, and personal comespondence, maintaining discretion and professionalism at all times.

Excelent verbal and written conse with internal and external stakehikders, including executives, clients, and vendors, conveying information clearly and professionally.

Strong protem-ching skills to antipate and address issues praectively, troubleshoot priblems independently, and find effective solutions to challenges that arise in the course of supporting the executive

ERP knowledge stily SAP uncional selle armament to be successful in this role