Job Description

• Provide high-level administrative support to the Commercial Director
• Keeping the Commercial Director well informed of upcoming commitments and responsibilities and following up appropriately
• Manage and maintain the diary, by planning and scheduling meetings, conferences, teleconferences, and travel
• Manage, coordinate and arrange travel-related activities, including hotel booking, transportation, etc
• Coordinate all Executive Team meetings and retreats and assist with staff meetings and events as needed, minute taking with action follow-ups
• Act as liaison between departments to facilitate communication at an Executive level
• Running personal errands for the Commercial Director (i.e. collections, school run, appointments, etc) when required
• Maintain professionalism and strict confidentiality with all materials, and exercise discretion when interfacing with the business
• Carry out any other projects or tasks assigned by the Commercial Director and/or Executives
• Office and Reception
• Ensuring the front desk is managed during business hours
• Ensuring that reception and boardroom area is clean, neat and presentable at all times
• Ensuring that visitors are addressed professionally and that incoming calls or visitors are responded to timeously
• Ensuring office equipment, appliances and furniture are well maintained, serviced, stocked and in working order
• Provide event management support as requested, book meetings, arrange catering and set up conferences
• Liaising with management companies and suppliers

Other

• Fulfil any training and/or examination requirements as per the Companys skills and certification matrix
• Be willing to carry out or assist with such tasks as may be required in order to achieve deliverables, or as reasonably requested by a member of the company.
• Regularly familiarise yourself with the companies portfolio of Products and Services, Customers, Suppliers and internal Procedures
• Be a professional and courteous representative for the company at all times
• Prepare and edit documents, spreadsheets, agendas, letters, reports, presentation, etc
• Organise and file documents, reference materials and intellectual property
• Conduct research, gather and analyse data to prepare reports and documents

5-8 years Executive PA experience within a corporate environment essential

Excellent command of English when drafting letters, emails and other business documentation

Proficiency in Microsoft Office, Excel and PowerPoint, with aptitude to learn new software and systems

Personal Skills/Competencies Required

Excellent verbal and written communication skills

Strong time-management skills and the ability to organise and coordinate multiple projects at once

Strong administrative and analytical skills

Impeccable attention to detail with regards to preparing documentation, reports and presentations

Ability to meet agreed timeframes and to communicate progress reports or delays timeously

Able to maintain a high level of integrity and discretion in handling confidential information

Demonstrating a positive attitude and can-do approach to the role, company and colleagues

Self-motivated, required to get on with daily responsibilities with minimal supervision

To be presentable, friendly and professional at all times when dealing with people

Ability to understand the business context and to contribute

High work standards and ethics, offering performance above average for all duties and responsibilities assigned

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