Personal Assistant

Position Overview: As a Personal Assistant at a technology company, you will provide high-level administrative support to executives, ensuring smooth daily operations and enabling them to focus on strategic initiatives. You will act as the primary point of contact between executives and internal/external stakeholders, managing schedules, communications, and projects efficiently. Additionally, you will assist with general administrative duties related to technology tenders and procurement processes.

Key Responsibilities:

• Calendar Management: Coordinate and manage complex schedules, including meetings, appointments, and travel arrangements.
• Communication Handling: Screen and respond to emails, phone calls, and other correspondence on behalf of executives.
• Travel Coordination: Arrange travel itineraries, including booking flights, accommodations, and transportation, ensuring all details are accurate and well-organized.
• Meeting Preparation: Prepare agendas, take minutes, and distribute follow-up action items for meetings. Ensure all necessary materials are ready beforehand.
• Document Management: Organize and maintain digital and physical files, ensuring easy access to important documents.
• Event Planning: Assist in organizing company events, conferences, and other functions as needed.
• Project Assistance: Support executives in managing various projects, including research, data analysis, and tracking progress.
• Expense Management: Process and track expenses, ensuring timely reimbursement and accurate financial records.
• Confidentiality: Handle sensitive information with the utmost discretion and maintain a high level of confidentiality.
• Liaison Role: Act as a bridge between executives and other departments, ensuring smooth communication and collaboration across the organization.

General Duties:

• Office Management: Oversee the general office environment, including ordering supplies, managing office equipment, and coordinating maintenance as needed.
• Operational Support: Assist in the implementation and maintenance of operational processes and procedures, ensuring they are followed across the organization.
• Reporting: Generate and distribute regular operational reports to executives and relevant departments.
• Vendor and Customer Management: Support and maintain relationships with service providers, vendors, and key customers, ensuring contracts are up to date, services are delivered as agreed, and any issues are promptly addressed.
• Budget Tracking: Assist in monitoring departmental budgets, ensuring expenses are within allocated limits and flagging any discrepancies.
• Process Improvement: Identify opportunities for improving administrative and operational processes to enhance efficiency and effectiveness.
• Tender Documentation: Assist in the preparation and compilation of tender documents, ensuring all necessary information is included and formatted correctly.
• Deadline Management: Track tender deadlines and ensure all submissions are completed and delivered on time.
• Data Organization: Maintain records of tenders, contracts, and procurement documents, ensuring they are easily accessible for review and audit purposes.
• Compliance Monitoring: Ensure that all tender and procurement processes adhere to company policies and regulatory requirements.
• Beverage and Refreshment Supply: Ensure that beverages and refreshments are available for clients, visitors, and staff. Coordinate with suppliers to maintain a consistent stock.
• Stationery Orders and Coordination: Manage the ordering, stocking, and distribution of office stationery, ensuring that supplies are readily available and replenished as needed.
• Office Environment: Ensure the office environment is welcoming and well-maintained, addressing any minor needs or issues as they arise

Qualifications:

• Proven experience as a Personal Assistant or similar role.
• Proficiency in Google Workspace or Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), and ChatGPT or other AI communication tools.
• Experience with tender and Administration processes and similar documentation workflows
• Excellent organizational and time-management skills.
• Strong communication skills, both written and verbal.
• Ability to work independently and handle multiple tasks simultaneously in a fast-paced environment.
• High level of discretion and professionalism.

Education:

• A bachelor’s degree in business administration, communications, or a related field is preferred but not mandatory.

This role offers an exciting opportunity to work closely with senior leaders in a dynamic and innovative environment, making a significant impact on the company’s success