Personal Assistant

Typical Accountabilities

• Respond on behalf of the VP to different stakeholders, ensuring professionalism and addressing conflicting priorities.
• Handle more complex or escalated inquiries from other Personal Assistants or secretarial staff.
• Manage Senior Managers' email accounts to schedule appointments and respond to or redirect routine inquiries from internal and external sources.
• Accurately transcribe, type, format, and proofread a wide range of materials, including correspondence, invoices, contracts, meeting minutes, reports, speeches, and presentations, using word processing, presentation, graphics, and spreadsheet software. Tasks may be completed in both the local language and English.
• Utilize desktop publishing software to create complex documents that support departmental activities.
• Provide specialized, project-based administrative support as required.
• Coordinate internal and external meetings or conferences to ensure smooth execution, including scheduling, arranging travel for attendees, and organizing necessary amenities.
• Execute additional administrative tasks with independent judgment and discretion.
• Prepare and distribute documents, presentation materials, and official information releases to relevant stakeholders.
• Coach and mentor less experienced secretarial help desk staff to help them resolve problems.
• Plan, organize, and schedule personal workload using system tools to ensure timely and accurate completion of all activities.

Qualifications And Skills

• Essential: Prior experience as a Personal Assistant (PA); Ability to adhere to established processes; Good communication skills, both written and verbal; Specialist knowledge in administrative and business support activities within the relevant area; Competent in the use of relevant office equipment and systems; Experience with a variety of software and systems; Comprehensive understanding of the local organization and its business processes, including their interface with other relevant processes and information systems; Capability to perform a full range of mathematical calculations and activities relevant to the role; Ability to design and maintain efficient systems for personal and team use; Excellent customer service skills.
• Desirable: Relevant vocational qualifications or equivalent experience; Team management skills.

Key Relationship to Reach Solutions

• Internal: Internal Teams; Colleagues; Senior Manager; International Colleagues; Other Department Managers.
• External: Vendors; Service Providers; Business Partners; Consultants; Contractors; Visitors.