PA to the Executive Director

Discipline: Administration, Operations
Job type: Full-time
Contact name: Francesca Buhagiar

Contact email: [email protected]
Job ref: 15938
Published: about 1 year ago
Our client, one of the leading companies within the FMCG industry is seeking to recruit for a Personal Assistant. Reporting directly to the Executive Director (ED), the primary function of the Employee will be to carry out administrative duties professionally and ethically, to liaise with all other stake holders, manage workload and assist in various tasks, including assisting with marketing tasks and greeting customers on behalf of ED. 

Duties & Responsibilities include:        
  • Maintain complex diary management, both business and personal, for the Executive Director and wider team
  • Organise overseas trips and create detailed travel itineraries
  • Ensure that correspondence received via electronic mail, postage mail and by any other means, is attended to on a daily basis
  • Answering telephone calls in a timely and professional manner, taking clear and detailed messages, and screening of telephone calls on behalf of the ED
  • Organising meetings, including booking venues, ordering refreshments and minute-taking
  • Meet and greet visitors, and ensure that refreshments are pre-organised as shall be directed when so required
  • Processing of expenses
  • Ad-hoc personal errands for the Executive director
  • Management of miscellaneous issues
  • Readiness to be contacted out of office hours, within reason via mobile phone provided by the Employer
  • Occasionally covering reception duties if and when necessary
  • Handling confidential matters with discretion
  • Coordinate the day-to-day administrative operations of the office
  • Maintain a proper filing system
  • Carry out proofreading responsibilities
  • Maintain a professional task list and ensure prioritisation of work is properly supported
  • Attend meetings and other activities as shall be required. 
  • Assist in the process of planning and/or organising events as shall be directed.
  • Keep schedule of activities and follow-up on progress of such activities.  Maintain action plan and provide the ED with up-to-date information and draw-up reports accordingly.
  • Generate reports from the Company’s management information system as shall be directed by the ED
  • Assisting brand managers during promotional periods and launches (artwork, printing, binding, promotional packs)
  • Issuing orders for online orders
  • Issuing orders for staff
  • Liaise with HR Department about HR matters
  • Maintain accurate records of Company vehicles, mobile phones, fuel keys, etc. including employee authorised limits.  Maintain track of any changes and liaise with HR Department
  • Responsible for promoter’s schedules, including collating their monthly hours and commissions due and forwarding this to HR; and liaising with brand managers
  • Keeping a record of promoter’s sales reports and analysing data
  • Ensure compliance with all Company policies and procedures, and legislative matters and when in doubt seek advice from superiors
  • Communicate any information you feel relevant with the ED and the Management in general
Requirements: 
  • Related experience in Office Management and/or PA duties
  •  Digitally Literate, knowledge of Microsoft Office Suite
  • Strong communication and organisational skills
  • Flexible and adaptable to a changing environment

An attractive salary package will be provided to the selected candidate commensurate with experience. The chosen candidate may be required to travel during the working day (Fuel/Wear & Tear allowance provided).