Personal Assistant to MD

roomDar es Salaam

business_centerFull Time

book Direct Reports

bookmark Middle-Management

directions_carDriving License Not Required

flagOnly Open to Tanzanian Nationals

access_timeExpiring in 4 Days

businessBanking

Admin & Clerical

Summary

The Personal Assistant to MD will be responsible for providing high quality executive personal assistance and administrative support to the Managing Director.

Responsibilities

  • Complete a broad variety of administrative tasks for the Managing Director including managing an extremely active calendar of appointments, plan, coordinate and ensures the Managing Director’s schedule is followed and respected; acts in a “gatekeeper” capacity, creating win-win situations for direct access to CEO’s time and office.
  • Composing and preparing correspondence; monitors and responds to emails; researches required information or background on organizations and individuals.
  • Sets up meeting files, scheduling and calendaring meetings, sets meeting agendas, setting location, time, and appropriate duration, identifying, inviting and confirming participants, facility arrangements where required.
  • Prepare travel arrangements, expense reports, and all items needed to ensure the Managing Director’s successful focus on external relations and organizational growth.
  • Research, prioritize, and follow up on incoming issues and concerns addressed to the Managing Director, including those of a sensitive or confidential nature. Consult with the CEO in determining appropriate course of action, referral or response.
  • Provide a bridge for clear communication and maintain credibility, trust and support between the office of the Managing Director and staff.
  • Work closely and effectively with the Managing Director to keep him well informed of upcoming commitments and responsibilities, and follows up appropriately. Acts as a “barometer,” having a sense for the issues taking place in the internal and external environments and keep the CEO updated.
  • Draft acknowledgement and thank you letters, personal correspondence, and other tasks that facilitate the CEO’s ability to effectively lead the organization. Prioritize conflicting needs; handle all matter expeditiously, proactively, and follow through on projects to successful completion, often with deadline pressures.
  • Manage the Managing Director’s office ensuring the proper documentation and record keeping on behalf of the CEO.
  • Filter general information, queries, phone calls and invitations to the MD by redirecting or taking forward such contact as appropriate.
  • Occasionally travelling with Managing Director to take notes or dictation at meetings or to provide general assistance during business trips.
  • Deputizing for the Managing Director, making decisions and delegating work to others in his absence.
  • Ensure the Managing Director is fully briefed on, or prepared for engagements he is involved in.
  • The job holder may be required to perform other ad-hoc tasks that may be deemed necessary.
 

Education and Qualifications

  • Bachelor's Degree in relevant field

Requirements

  • Ability to recognize and implement tasks independently.
  • Ability to prioritize and distinguish important issues from non-important ones.
  • Excellent communication skills
  • Excellent oral and written command of English and Swahili.
  • Organisational skills and the ability to multitask
  • Excellent time-management and problem-solving skills.

Reporting To

Managing Director

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Banking: 8 Years

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Admin & Clerical: 8 Years

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