Personal Assistant

Communication (Internal/External): Acting as the first point of contact: dealing with correspondence and phone calls between the executive manager and internal/external clients and distribute correspondence

• Handling travel arrangements Such as ticket booking, transport, and accommodation
• Liaising with staff, suppliers, and clients

Policies, Systems, Processes, & Procedures:

• Implement approved departmental policies, processes, procedures and instructions
• Managing databases and filing systems
• Implementing and maintaining procedures/administrative systems

Day- to-day Operations:

• Supervises the day-to-day operations of the Executive Manager to ensure that work processes are implemented as designed and comply with established policies, processes and procedures.  
• Managing diaries and organizing meetings and appointments, controlling access to the manager/executive
• Handling the executive manager agenda and Reminding of important tasks and deadlines
• Organising events and conferences
• Handle requests and queries appropriately
• Taking dictation and meeting minutes

Continuous Improvement:

• Contribute to the identification of opportunities for continuous improvement of systems, processes and practices taking into account ‘international best practice’, improvement of business processes, cost reduction and productivity improvement.
• Miscellaneous tasks to support the executive manager, which will vary according to the sector and to the manager’s remit, eg completing some corporate governance reporting (to ensure that the business is being run properly and complying with legislation and regulations) or conducting research.

Reporting: Prepare reports timely and accurately to meet HALJ and xxxxx department requirements, policies and standards.

• Typing, compiling and preparing reports, presentations, and correspondence
• Managing the collating and filing expenses

Health, Safety, & Environment:

• Monitor the adherence to all relevant safety and environmental management procedures and controls to guarantee employee safety, legislative compliance, delivery of high quality products/service and a responsible environmental attitude.

Related Assignments: Perform other related duties or assignments as directed.