Personal Assistant

Job Summary

• The Personal Assistant serves as the primary point of contact for internal and external transactions on all matters pertaining to the immediate superior or manager, such as but not limited to handling information requests, performing administrative functions such as preparing correspondences, arranging conference calls and scheduling meetings as well as fulfilling all administration requirements assigned.

Job Responsibilities 1

• Ensure to compile data, prepare error free reports or collate data for consideration and presentation by supervisor/manager as and when required within the set deadline.
• Process and respond promptly to incoming and outgoing communications (post, telephone, fax, email, face to face), accurate message taking, copying and distributing information as necessary.
• Maintain a scheduler to help organize appointments with the immediate superior and give necessary advice / reminder on daily basis and ensure critical meetings are not missed.
• Maintain a log of visitors and appointments for easy reference on a daily basis.
• Ensure to appear and act in a professional and pleasant manner with all visitors.
• Ensure to confidentially and accurately distribute, record or file correspondences, calls or queries at all times to ensure efficient traceability of all documents handled in the direct supervisor’s office.
• Ensure that documents for the department are distributed to the concerned personnel on a timely manner on a daily basis.
• Ensure that documents for the immediate superior are properly screened / and organized in the signature file on daily basis.
• Record all distributed documents and monitor actions taken for correspondence that require reply on a daily basis.
• Monitors all documents coming in or leaving the department in compliance to the quality management system at all times.
• Ensure to collate data or to prepare professional reports, memos or presentations as and when requested by the immediate superior within the established time frame with minimal errors
• Ensure to compile data, prepare error free reports or collate data for consideration and presentation by immediate superior as and when required within the set deadline.
• Support the implementation of HSE initiatives, participate in safety awareness activities, and contribute to incident reporting and resolution in alignment with company and IMS policies.

Job Knowledge & Skills

• Knowledge on handling/preparing correspondence.
• Knowledge of information gathering and monitoring
• Excellent working knowledge of English (oral and written)
• Knowledge of computer and other related office equipment
• High proficiency in Computer Office Applications and Programs (MS Excel, Word etc.)
• ERP knowledge preferably SAP functional skills are a requirement to be successful in this role.