PA TO MD at HCS Affiliates Group

• Our client seeks to recruit a PA to the MD

Overall Purpose of the Job: 

• To provide an efficient and responsive administrative, organizational, and logistical service to the MD and helping to manage and priorities his time.

Duties & Responsibilities:

• Manage and maintain the MD’s diary and email account. 
• Filter emails, highlight urgent correspondence and print attachments where necessary. 
• Organise inbound emails into the appropriate folders and any relevant information to be copied into the correct file on the hard drive.
• Respond to emails as much as possible in regards to appointments. 
• Ensure busy diary commitments, papers and travel arrangements are managed effectively including producing a daily folder with diary, necessary papers etc. and troubleshooting problems.
• Conduct weekly diary meetings with the MD to discuss upcoming engagements, invitations and other requests. 
• Schedule on behalf of the MD meetings between him and his direct reports and associations to which he is a member.
• Coordinate travel and accommodation requirements in connection with others and ensure arrangements in place for the MD match his requirements.
• Filter general information, queries, phone calls and invitations to the MD by redirecting or taking forward such contact as appropriate. 
• Ensure the MD is fully briefed on, or prepared for, any engagements he is involved in. Keep and maintain an accurate record of papers and electronic correspondence on behalf of the MD.
• Prepare correspondence on behalf of the MD, including the drafting of general replies. 
• Minute general meetings as required and complete research on behalf of the MD.
• Keep and retrieve files. 
• Ensure guests meeting with the MD are well taken care of.
• Any other duty that may be assigned in line with the MD’s work and preferences

Qualifications

• Bachelor's degree in Business Administration or related field from a recognized institution. 
• Five (5) years of experience having worked in a comparable position 
• Strong organizational and time management skills.
• Excellent verbal and written communication skills.
• Ability to maintain confidentiality and handle sensitive information.
• Attention to detail and high level of accuracy.
• Ability to work independently and collaboratively in a team environment.
• Strong problem-solving skills and ability to adapt to changing priorities and deadlines.