Part-Time Personal Assistant

Tasks

• We are seeking a highly organized and proactive individual to take on the role of a part-time Personal Assistant to support our CEO and CFO. This opportunity allows you to take on additional responsibilities alongside your current full-time role, expanding your contributions while enhancing your skills in a dynamic leadership environment.
• As a Personal Assistant, you will provide secretarial support to CEO and CFO, exercising confidentiality, tact, and diplomacy. This includes but is not limited to calendar management, scheduling business meetings, handling customer visits, making travel arrangements, and providing other administrative support.
• Executive Support
• Manage the CEO and CFO calendars, schedule meetings, and coordinate customer visits.
• Arrange travel itineraries, including bookings, visas, and accommodations, with attention to time zones and regional requirements.
• Organize and prepare materials for meetings, conferences, workshops, and retreats, including room bookings, agendas, and minutes.
• Coordinate food arrangements for meetings, including snacks, lunch, and dinner reservations.
• Project and Communication Management
• Track progress on key projects and ensure deadlines are met.
• Draft and review correspondence, presentations, and communications for internal and external stakeholders.
• Screen and direct calls, emails, and mail professionally and confidentially.
• Administrative and Event Coordination
• Manage expenses, medical claims, and other reimbursements
• Oversee procurement and inventory for SMO, as well as act as first-level approver for all invoices requiring CEO and/or CFO approval on our Finance system
• Plan and coordinate internal and external events in collaboration with HR and Marketing teams.
• Maintain and update confidential documents, including liaising with solicitors on legal and board matters.
• Support tender-related administrative processes.

Qualifications

• At least 3 5 years of experience in administrative, executive support, or coordination roles.
• Proficient in MS office applications
• Meticulous, organized, proactive, responsible, and independent team player
• Self-motivated individual with the ability to work in a fast-paced environment
• Personable and approachable with good communications skills in both written and spoken English