Permanent. Personal Assistant

Job Reference: 957608

You will offer utmost confidential assistance to the Chief Officer, delivering comprehensive secretarial and administrative services while ensuring efficient and effective maintenance of planning and administrative systems. Responsibilities include: 
  • Acts as a primary point of contact for managing correspondence and phone calls
  • Handle Chief Officer’s dynamic schedule, efficiently managing conflicting demands by taking initiative, anticipating needs, and proposing practical solutions
  • Coordinate and prepare for meetings and appointments, including confirming venues, creating agendas, compiling relevant documents, recording minutes, and distributing them to participants as necessary
  • Screen and respond appropriately to incoming phone calls from internal and external stakeholders, as well as manage call placements and returns based on the Chief Officer’s instructions
  • Research, draft, and produce replies to the Chief Officer’s correspondence, adhering to established guidelines, policies, and procedures, while ensuring proper documentation and easy retrieval of all correspondence
  • Maintain comprehensive file notes of recorded incidents and manage a folder for pending correspondence, following up intermittently until matters are resolved
  • Provide secretarial and administrative support, including dictation, transcribing minutes and letters, filing, photocopying, and typing memoranda, letters, reports, and submissions
  • Manage the flow of classified information entering and leaving the Chief Officer’s office, making necessary amendments based on the Chief Officer’s feedback and directions. Forward classified information to relevant internal and external stakeholders as instructed by the Chief Officer and file them according to the approved file plan for easy retrieval
  • Manage Chief Officer’s travel assist with the tickets, hotel reservations etc.
  • Assist in organizing official/ceremonial events, conferences, trainings, etc., on behalf of the Chief Officer as required
  • Ad hoc duties as required
  • Bachelor’s Degree in Business Administration, Communications or related field of study with a minimum of 3 year’s secretarial/administrative work experience work experience or
  • Associates Degree in Business Administration, Communications or related field of study with a minimum of 5 years’ secretarial/administrative work experience or
  • A High School Diploma with a minimum of 10 years’ administrative work experience in a busy office environment
  • Proficient in computer applications software including Windows & Microsoft Office (Word, Excel, and Power Point)
  • Must demonstrate excellent verbal and written communication skills
  • Must demonstrate attention to detail
  • Must demonstrate strengths in the areas of interpersonal skill, team work, organization, planning and work prioritizing
  • Demonstrate working knowledge of business management practices and procedures
  • Ability to bring integrity and impartiality to all tasks, and observes strict confidentiality, while exercising discretion and courtesy
Salary: US$60,000-US$81,000 per annum plus benefits.

We believe in inclusive workplaces and we are happy to consider any reasonable adjustments that candidates may require during the recruitment process; you will be asked if you require any during the application process. If you’d like to request additional options, please email If you are interested in this opportunity or would like to hear about similar roles, please go ahead and apply.

Apply for this role

Mary-Clare Treglia
Senior Recruiter
+1 345 743 1770


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