Personal Assistant

The Personal Assistant (PA) position exists to maximize the effective and efficient operations of the Director’s areas of responsibility by providing professional administrative support and facilitating necessary action upon the Director’s final decisions. The PA is responsible for coordinating and managing the activities of the Managing Director. These activities include preparing written and verbal communication, coordinating meetings, diary, calendar, and travel arrangements, and drafting correspondence, reports, and summaries. The PA will handle special projects as requested by the Director and, on their behalf, be able to represent them at selected meetings and day-to-day.

Key Functions

• Provide executive support to the Managing Director

  • Provides direct support to the Director, including receiving and directing/assisting correspondence and visitors, handling telephone calls and enquiries, scheduling and maintaining calendar and appointments, screening, analysing and preparing responses to incoming correspondence, handling day-to-day requests.

  • Anticipate and prepare research and briefing papers in advance of appointments and presentations. Draft subsequent correspondence and follow up as necessary. Revert to any staff according to the Director’s comments ahead of any scheduled meeting.

  • Maintain all the Director’s upcoming meetings with other personnel in check, including documentation.

  • Prepare first draft of documents, letters and reports – edit and review documents drafted by others for dissemination by the Director.

  • Managing and maintaining the Director’s diary and flagging on urgent meetings or correspondence.

  • Plan and coordinate logistics for Director’s participation to internal and external events.

  • Write minutes of the meetings and calls of the Director. These shall be given to the Director for official approval within 2 days after the meeting.

• Provide support that ensures follow-ups ahead of the Director’s Meetings

  • Be the first point of reference for any meetings required from any staff member with the Director.

  • Managing the process of calling for briefings and meetings and checking on staff availability.

  • Scheduling meetings, catch-ups, and reports for all the Director’s direct reports.

  • Taking minutes at meetings and following up on action points, according to timelines, including reporting.

  • Scheduling and coordination of regular meetings, sending calendar invites and making sure everyone is on time.

• Provide support to ensure effective administrative support

  • Managing information flow between the Directors, Top Management and other internal staff or stakeholders.

  • Serving as a primary point of direct administrative contact with other offices, individuals and external organizations to organize and facilitate meetings and meeting preparation as required.

  • Using initiative and judgement to ensure matters requiring attention in the absence of the Director are referred or delegated to the right office/person to minimise the effect of the Director’s absence from office.

• Support within the Summer Schedule (Events)

  • Be part of the Team or Committee as decided by the Managing Director.

  • Support and organize the meetings as necessary.

  • Be on site with the Director to ensure smooth workflow within the specific event, while also maintaining the Director’s daily appointments or follow-ups as necessary.

  • Handle all requests, coordination, on-site required updates, and delegation with offices in Marsa as required.

• Other duties

  • Any other duties as assigned by the Director or including any special short-term projects.

Skills and Competencies

• Excellent organisational and prioritisation competence, with attention to detail.

• Proactive attitude and ability to take initiative and work independently.

• Strong communication skills (written and verbal).

• Ability to keep confidential information at all times.

• A good team player.

• Strong interpersonal skills, outgoing personality, and ability to work independently and effectively under pressure and on strict deadlines and in a multicultural setting.

• Excellent knowledge of computer applications.

• Superior oral and written communication skills in English.

• Close attention to detail.

Systematic Procedures

• Appointments:

  • All staff members are to be aware that no unannounced walk-ins are permitted to the Managing Director’s office; therefore, an appointment, depending on the Director’s availability, is required at all times.

  • PA is to notify all staff to send over their requests directly to her, 1 day in advance, to then notify the Director accordingly.

  • Scheduling of appointments as necessary, according to the Director’s availability.

  • Timings to be honoured by all parties.

  • Minutes to be taken.

  • All matters are to be followed up.

  • Reports are to be administered as necessary.

• Agendas and Meetings:

  • PA is to set all required meetings with the Director, for all staff members to be informed accordingly.

  • Calendar invites to be sent, reminders on the day by the PA.

  • The agenda is to be sent with the meeting.

  • All necessary reporting mentioned on the Agenda is to be given to the PA who will then give it to the Director at least 2 days ahead of the actual meeting.

  • Any comments or clarifications required by the Director will be communicated to the PA, who, in her capacity, will inform the respective staff and chase accordingly, within a time limit of 24 hours, to revert with the follow-up documentation to the Director ahead of the meeting.

  • Follow-ups decided during the meetings are to be noted by the PA for chasing.

• On-Site Support:

  • The Director is often on-site during National Events, where his Technical and Logistical skills are required.

  • PA is to accompany the Director on-site, whereby a mobile office, includan ing internet connection, will be made available.

  • PA is to administer her duties normally, as well as facilitate all required meetings and communication required both on-site and at the offices.

  • Duties such as attendance sheet, collection and upkeep of VHF Radios, break time, deliveries, timings, logistics and all required procedures are to be followed diligently at all times.

Other Responsibilities

• Assisting on-site and at the office with any ongoing events, logistics, and overall running of the daily schedule of work.

• Assisting the Marketing department and website upkeep.

• Conducting research on any category as required by the Management, including reporting.

• Updating and maintaining the database and paperwork in good order on a daily basis.

• Following up on company policies, ensuring that these are being seen to at all times, while reporting any mishaps or wrongdoings to the Director and / or the CEO.

• Embrace the opportunity to travel on business, as the need arises.

• Be able to multitask and to prioritise.

• Training of staff, as required from time to time.

• Any other duties that are deemed necessary by the Management.

Possession of a valid driving licence is mandatory, with the ability to travel as required for business purposes and to provide on-site support during events.