Personal Assistan

Job Summary 

We are seeking a highly organized and proactive individual to join our team for a 3-month Fix-Term role as an Executive assistant to the Managing Director, Office Manager, and Travel Coordinator. This is a key position offering an opportunity to work in a fast-paced and diverse corporate environment where you will be responsible for supporting senior leadership and ensuring efficient office operations. Please note that this is a fix-term role with no extensions.

Key Responsibilities:

• Executive Support:

Provide comprehensive administrative support to the Managing Director, including managing complex calendars, organizing meetings, and preparing presentations. Act as the primary liaison between the Managing Director and internal/external stakeholders, ensuring effective communication and decision-making.

• Travel and Claims Coordination:

Manage both international and domestic travel arrangements for the leadership team. Optimize travel plans for efficiency and cost-effectiveness while handling visa processing, hotel bookings, and transportation logistics. Ensure accurate and timely travel reconciliations, compiling and processing payment claims for all staff travel.

• Office Management:

Oversee day-to-day front office operations, ensuring an organized and productive work environment. Manage office supplies, equipment, and administrative functions, ensuring all office processes are efficient and aligned with company standards. Maintain smooth workflow operations to support overall office productivity.

• Event Coordination:

Plan and execute corporate events, conferences, and team-building activities. Oversee all event logistics, including venue selection, guest management, and event execution, ensuring seamless delivery in line with company objectives.

• Minutes Writing & Reporting:

Accurately record minutes during board meetings and other key meetings, ensuring detailed and timely reports are prepared. Follow up on action items to ensure the effective execution of decisions. Maintain an organized repository of meeting minutes for future reference.

• Invoice and Delivery Management (IBP):

Ensure invoices and deliveries are processed according to Purchase Orders (PO), completing Goods Receipt (GR) entries via SAP. Oversee the accurate and timely processing of invoices to ensure alignment with financial documentation and reporting standards.

Key Qualifications:

· Education:

A Bachelor’s degree in business Administration Management, or a related field.

· Experience:

A minimum of 3-5 years of experience in an executive assistant, office management, or similar role, with a proven track record of supporting senior leadership, managing office operations, and handling financial documents in a fast-paced environment.

· Skills:

o Strong organizational and multitasking abilities, with attention to details.

o Excellent communication skills, both written and verbal.

o Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), and familiarity with office management tools.

o Experience in managing complex travel logistics, event coordination, and invoice processing.

o Strong minute-taking and report-writing capabilities.

o Proficiency in SAP or similar ERP systems for managing invoice and delivery processing.

o Ability to handle confidential information with the highest level of discretion.

o Strong leadership and team coordination skills.

o Proactive, with the ability to work independently and manage competing priorities.

o High level of integrity, trustworthiness, and professionalism.

o Ability to work effectively under pressure in a dynamic, fast-paced environment.

o Strong interpersonal skills with a collaborative approach to team interaction

Interested candidates should apply through the link ( https://amsoljobs.africa/ ) with the subject line “Personal Assistan” Application – by 11th April 2025. Male candidates are encouraged to apply.