Job Description for Administrative Personal Assistant to the Vice Chairman of the Board:
1. Schedule Management: Organize the Vice Chairman's calendar, including meetings, travel arrangements, events, and daily agendas.
2. Report and Correspondence Preparation: Draft and prepare reports, official correspondence, and organize important documents on behalf of the Vice Chairman.
3. Travel Arrangements: Coordinate all aspects of travel, including flight bookings, hotel reservations, and transportation, ensuring seamless itineraries.
4. Coordination with Departments: Communicate with internal teams to organize meetings, follow up on decisions, and manage priorities.
5. Communication Management: Answer phone calls, emails, and messages, and direct them to the appropriate person as needed.
6. Meeting Organization: Arrange internal and external meetings, prepare agendas, and document meeting minutes.
7. Document and File Management: Maintain and organize documents and files systematically, ensuring easy access and confidentiality for sensitive information.
8. Personal Support: Assist the Vice Chairman with personal tasks and emergency needs as required.
9. Visitor Management: Welcome and coordinate appointments with visitors for the Vice Chairman.
10. Time Management: Help the Vice Chairman prioritize tasks and organize work schedules to reduce daily pressure.
Exceptional organizational skills.Strong verbal and written communication abilities.Ability to work under pressure and make quick decisions.Proficiency in Microsoft Office and scheduling software.Excellent time management skills.High level of discretion and confidentiality when handling sensitive information.Bachelor's degree in Business Administration or a related field.Previous experience as a personal assistant or administrative assistant, preferably in a similar environment.This role demands a highly organized, flexible individual capable of multitasking while maintaining accuracy and efficiency.