[Full-time] Personal Assistant to the CEO at Hallmark Recruitment

Reports to the Group Chief Executive Officer

The overall objective of the position is to provide efficient and responsive
administrative, organizational and logistical service to the Group CEO helping him to
optimize his time utilization.

The main responsibilities include;

• Manage and maintain the Group CEO’s diary
• Filter emails, highlight urgent correspondences and print attachments
• Conduct weekly diary meetings with the Group CEO to discuss upcoming engagements, invitations and other requests
• Schedule on behalf of the Group CEO meetings between him and his direct reports and the committees and groups to which he is a member
• Coordinate travel and accommodation requirements for the Group CEO
• Filter general information, queries, phone calls and invitations to the Group CEO by directing or taking forward such contact as appropriate
• Manage the process of calling for briefing on behalf of the Group CEO to ensure that he is fully prepared for all engagements
• Maintain an accurate and reliable record in hardcopy and electronic records on behalf of the Group CEO
• Prepare correspondences on behalf of the Group CEO including the drafting of general replies
• Keep and retrieve files
• Ensuring guests meeting the Group CEO are well taken care of.
• Provide a service that is in line with the Group CEO’s work habits and preferences

PERSON SPECIFICATION
• Credible 3 years experience in a PA/ Executive assistant role in a highly flexible environment that requires tact, judgment and discretion in handling internal and external customers.
• Good experience in diary management
• Good experience of successfully working with senior management
• Private sector experience will be an added advantage
• Good knowledge of MS office
• Ability to work with minimal supervision and also work under pressure
• Ability to develop and maintain good working relationships at all levels including during difficult or challenging circumstances
• Ability to prioritise and manage own workload amid conflicting demands and busy work periods
• Ability to exercise discretion in dealing with confidential or sensitive matters
• A minimum of a Bachelors degree in business management or related field from a recognized institution
• The post holder will be expected to develop a good understanding of the roles within the GCEO Office and also the roles of other Board members including the Executive chairman
• Post holder will be expected to creatively implement improvements to the way the office of the Group CEO is managed
• The post holder should expect that on occasion, they will be required to work flexibly with the Group CEO and on occasion a longer than normal day.
• In addition the post holder may be contacted by the Board or the Group CEO out of the normal office hours to deal with unexpected events.

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