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Personal Assistant/Admin Assistant

This role provides high level administrative support to the Business Owner’s day-to-day business including scheduling meeting and maintaining work calendars, preparing correspondence and coordinating travel plans. This individual must have an understanding the operations of NGOs.

Responsibilities

  • Provides full administrative assistance to the executive
  • Acts as a liaison between the executive  and other members of staff.
  • Embark on projects as requested by the executive.
  • Schedules appointment and meetings for the Executives.
  • Attends all board meetings, records, transcribes and distributes meeting minutes.
  • Organize meeting refreshments/meals and ensures the conference rooms are well organized.
  • Maintains all documents and assist in the development of reports.
  • Maintains Director’s appointment calendar by scheduling meetings, teleconferences and travel, including itineraries, airline reservations, hotel accommodations, rental cars and all other travel needs.
  • Coordinates all logistics (travel and meeting) by booking tickets and organizing means of transportation to the scheduled destination.
  • Ensures the  offices are kept clean at all times.
  • Receives and entertains Executive’s guests  as directed.
  • Receives and collates reports; forwards collated reports to the executive on a weekly basis.
  • Prepares Executive Director’s weekly/monthly financial expense report.
  • Responsible for reading, conducting research and routing correspondence, drafting letters and documents; screening and rerouting phone calls.
  • Maintains personnel and customer confidence by keeping information confidential.
  • Reconciles corporate credit card statements and provides information to the auditor.
  • Contributes to team effort by accomplishing related results as needed.

Competency/Skill/Requirements

  • Should possess a first degree from any reputable university
  • A minimum of 7 years work experience, minimum of  4years as a personal assistant, 2 years in an Administrative function.
  • Ability to handle information with discretion.
  • Should possess excellent oral and written communication skills with superior phone skills.
  • Strong proofreading and editing skills.
  • High level of organizational, time management and customer relational skills.
  • Should be detailed oriented, accurate and able to act autonomously with minimal supervision.
  • Ability to work well under pressure and meet deadlines.
  • Strong computer skills including intermediate/advanced MS Word, Excel and power point.
  • Thrives in a fast-paced environment.