Personal Assistant to the Managing Director

This is a key role involving supporting the MD on different levels from Management, Operations, Sales  & Marketing and Finance. The main role is to help plan and structure all routine, important and urgent matters, learning how and what to prioritise and ensuring you have updates from team members and tasks allocated to you. Thinking on your feet, an intelligent proactive doer is what the job requires with a “can do attitude”. A person with horse experience or travel or airline experience is a plus.

  • Organise and create structure for the MD
  • Keep his diary and book appointments and meetings
  • Attend some meetings with the MD when needed
  • Answer general emails and set aside confidential emails or other emails that the MD needs to answer or get responses from the MD and respond to those emails.
  • Procurement of various things for the office, price, negotiate and purchase
  • Ensuring the office is kept well, pantry and stationery stocked by the staff responsible
  • Having an overview of the tasks given to Operations, Finance, Sales and social media team and sit in on accountability meetings with updates and follow-ups
  • Take over all office administration relating to Human resources – Visa renewals, Pass renewals, overview of leave and sick leave together with finance team
  • Overview of the status of company vehicle renewals with insurance together with the Transport supervisor – ensuring regular checklists are updated
  • Communicate on behalf of the MD in various roles whether operational or financial (P&R)
  • IT knowledge and desktop support a plus
  • Strong in MS office products especially, Excel with macros, Power point, Word, outlook, mailmerge, mass mailing systems like mail chimp
  • Upkeep of our company contacts in outlook, logitude and sage
  • Training in the understanding of operational matters for the minimum understanding and interdependence
  • Understanding of basic social media on various platforms to assist with posting flights and road availabilities
  • Ensuring there is uniformity on all out of office and office admin
  • Planning quarterly lunches for the team
  • Half yearly reviews of staff performances and keeping performance records together with Ops and Finance
  • All other matters relating to supporting the MD in various roles
  • Staff development programs – finding and planning these

Key skills for the role:

  • Discretion and trustworthiness: you will often be party of confidential information
  • Flexibility and adaptability
  • Good oral and written communication skills
  • Organisational skills and the ability to multitask
  • The ability to be proactive and take the initiative
  • Tact and diplomacy
  • Communication skills
  • A knowledge of standard software packages and the ability to learn company-specific software if required.
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