PERSONAL ASSISTANT – Gulf Extrusions

The Personal Assistant role is responsible for the provision of a comprehensive secretarial, administrative, and personal assistant function to the General Manager projecting consistently high standards of professional practice, with emphasis upon customer service and high quality standards of work presentation.

JOB ACCOUNTABILITIES:

• Take and relay accurate and timely messages from telephone callers, and answer queries where possible; dealing with incoming email, faxes and post, often corresponding on behalf of her Manager;

• Responsible for preparing briefings, presentations, draft reports and information summaries for the General Manager and HODs, from a general brief;

• Manage diary, telephone, meetings, correspondence and records. Provide personal confidential secretarial support and administrative management. Develop and maintain office systems like filing and information systems. Meet and receive visitors, respond directly to requests for information;

• Responsible for organising meetings and events. To act as a point of referral on particular identified issues liaise with relevant individuals, external organisations, to arrange meetings, prepare agendas and draft minutes;

• Co-ordinate the follow-up action planning arising from internal and external meetings involving the General Manager, specifically in relation to compliance with deadline dates, and the progress-chasing of action points.

• Carrying out background research and presenting findings; producing documents, briefing papers, reports and presentations;

• Organising and attending meetings and ensuring the General Manager is well-prepared for meetings;

• Prioritise own work to meet schedule and standards, and assist the General Manager in the planning of his workload, including delegating tasks where appropriate and checking completion;

• Deputising for the General Manager, making decisions and delegating work to others in the General Manager’s absence;

• Arranging travel and accommodation and, occasionally, travelling with the General Manager to take notes or dictation at meetings or to provide general assistance during presentations;

• Direct involvement in a variety of special projects. This will involve tracking progress, following up on action points, researching and summarising options. Carrying out specific projects and research; media relations and promotional work;

• Track project and operational performance (financial and other) against key measures and report exceptions to the General Manager as suitable;

Job Details

Preferred Candidate

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