EXECUTIVE PERSONAL ASSISTANT
Full Time
March 20, 2024
Mzuzu, Malawi
April 1, 2024

Company: Right To Care

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Overview

To provide assistance to the Executive in the day-to-day management of his/her office and the effective functioning thereof and the coordination of his/her activities.

DUTIES AND RESPONSIBILITIES

Executive Support

  • Act as the Executive’s first point of contact with people from both inside and outside the organisation.
  • Taking on some of the Executive’s responsibilities and working more closely with management
  • Support the Executive in his/her projects, proposals, bids, etc. through research, consultation and team-management.
  • Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, speeches, articles, briefings, and project proposals, personal correspondence, and other tasks that facilitate the Executive’s ability to effectively lead the department.
  • To respond to executive, management and other stakeholder queries in a timely and professional manner, both orally and in writing
  • To liaise with the deputy to the Executive and other programme managers on various matters as required
  • Conserve Executive’s time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications.
  • Maintain confidentiality and privacy at all times in respect of any communications which are necessary and appropriate for the discharge of the role and responsibilities.
  • To be responsible for receiving enquiries directed to the Executive’s office and providing an effective referral service to service users.
  • Manage the flow of information to members of the executive leadership team.
  • Occasionally travelling with the Executive to take notes or dictation at meetings or to provide general assistance during presentations.

Office Management

  • To develop, maintain and review administration for the Executive to achieve maximum efficiency.
  • Travel Management
  • Organise and co-ordinate travel and accommodation arrangements.
  • Visa applications when necessary
  • Ensuring that the necessary documentation for travel is completed as per RTC policy
  • Capturing general and travel requisitions for the Executive and obtaining the required signatures
  • Event Management
  • Co-ordination and/or planning of functions, meetings, visits by VIP’s, workshops, conferences, training, retreats and ad hoc events throughout the year
  • To arrange refreshments, seating and taking minutes if required to do so.
  • Ensure operation of office equipment, order maintenance when necessary. Troubleshoot malfunction of office equipment.

Secretarial and Administrative Support

  • To provide a comprehensive secretarial and administration service to the Executive across the range of his/her work, his/her team and departments
  • To meet and greet visitors at all levels of seniority.
  • Answering and directing calls to appropriate executives and parties, taking messages.
  • To maintain the complaints file and ensure all complaints are responded to within target timescales.
  • To liaise positively and professionally with colleagues and visitors, answer routine questions, obtain and furnish information.
  • Diary Management
  • Manage and maintain the Executive’s schedules, including scheduling travel and conferences, making appointments, and making changes to appointments.
  • Organising and attending meetings and ensuring the manager is well prepared for meetings.
  • Co-ordinating Performance appraisal appointments and documentation
  • Co-ordinate programme meetings
  • Setting up travel, meetings, speaking engagements and other appointments for the Executive and his/her nominees.
  • Document and Report Production
  • Compile programme reports and ensure they are submitted timeously as per funder and board requirements.
  • Produce information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.
  • Circulate reports, minutes and agendas for programme meetings.
  • Creation of presentations on PowerPoint and compiling information packs where required.
  • Setting up and managing both electronic and paper filing systems, as well as taking steps to maintain that the company is in compliance with all applicable record-keeping requirements.

Project Co-ordination & Operational Research

  • Providing administrative support on ad hoc projects and any other duties commensurate with the accountabilities of the post
  • To assist with the co-ordination of operational research as requested
  • Collate operational research data and to prepare reports and documents as requested.
  • Undertake special projects, and ad hoc duties as necessary.

Training and Development

  • Maintain knowledge by attending professional and technical educational seminars and workshops; review publications; establish professional and personal networks within the industry.
  • Participate in societies relative to the business.

The desired candidate must have the following:

Qalification and Experience

  • Secretarial Diploma or Bachelors degree in Administration
  • 5 years experience at a corporate Executive level in a NGO environment.

Skills

  • Excellent IT Skills, including use of ICT packages i.e. Word, Excel, Power point, Access.
  • Strong interpersonal skills with an approachable personality.
  • Excellent letter writing and organisational skills.