SECTION B: ROLE PURPOSE

JOB DESCRIPTION

SUMMARY

The PA to the MD must be aware of the organisation's aims and objectives and work to help the MD make the best use of his time by assisting in various projects as well as dealing with all secretarial and administrative tasks. The PA will be the first point of contact with both internal and external people. Discretion and confidentiality are essential attributes to be successful at this role.

SECTION C: KEY RESULT AREA

F.A

KRA

Schedule

Management

Manage MD’s electronic diary, assessing priority of appointments and reallocation as necessary. Manage MD’s travel arrangements (including visas/accommodation).

Organise meetings and ensure that MD is well prepared for those meetings, preparing agendas, pre meeting briefings and meeting papers.

Manage MD's travel log.

Stakeholder

Management

Manage relationship with both internal and external customers, teams, partners etc. Manage arrangements for management meetings, including production/distribution of meeting agenda and all necessary paper works.

Meet and greet visitors at all levels of seniority.

Correspondence Management

Process MD’s correspondence, ensuring that incoming correspondence is dealt with by the MD/or on behalf of the MD, or other staff as appropriate.

Screen calls, enquiries and requests, and deal with them when appropriate.

Sending reminders to all stakeholders on pending tasks/projects/updates.

Filter emails/calls and ensure they are attended to as per urgency/importance level.

Office

Management

Ensure effective and smooth running of MD's office

Liaise with various departments to ensure work tools are provided and all equipment’s working. Reconciling monthly expenses

Organising food/refreshments for business lunches/visitors.

Administrative

Support

Maintain MD’s office systems, including data management and filing.

Maintain records of MD’s contacts.

Assist MD in researching and following up with action on matters which fall within the MD’s responsibility – chasing responses, triggering follow-up action.

Produce documents, briefing papers, reports and presentations for the MD.

Carrying out research for particular projects as requested by MD.

Taking minutes at various management meetings & typing up minutes.

Organising appointments, including personal/medical/dental/business appointments. Organising MD’s personal flights & hotels where required.