Personal Assistant (CFDO)

Roles & Responsibilities

•To liaise with Finance teams to ensure payments of third-party suppliers to expenses of the assigned manager/exec's office.
•To liaise with the procurement department for all kinds of material or stuff requests for the division.
•To organize and maintain diaries daily, make appointments, meet and greet visitors at all levels of seniority, screen phone calls, respond to inquiries and requests, and escalate them when appropriate.
•To deal with incoming emails, faxes and posts, typewrite letters and may correspond on behalf of the Executive.
•To organize and attend required meetings and ensure presentations are well prepared for the meetings.
•To prepare minutes of meetings and produce memos of such for review.
•To devise and maintain office systems, including data management and filing.
•To collect requested activity reports, presentations, and documents from various sources (i.e., Units and Departments), compile and submit them for the Executive's review.
•To coordinate the organization of social events related to the assigned division; this includes preparing cost estimates, controlling allocated budgets, and coordinating all activities for the program's success.
•To track and update stakeholders on related divisional PRs/POs with internal customers and the Finance division.
•To arrange the travel plan and itinerary seamlessly, also schedule meetings.
•To process all requisitions for and related to the Head of Division office.
•To liaise with other division executives PA's / units etc. for divisional requests/ correspondence.
•To administrate petty cash of division as per assignment and provide related reports.
•To actively participate in different HR initiatives, e.g., company surveys, recognition programs, events, and gatherings, etc.

 

Job Requirements

Education
•Bachelor Degree in Social Sciences or a related discipline
•Fluent in English

Experience
•Minimum 2 years' of experience in an administrative capacity of a reputable company, with experience in working with others
•Experience in administrative support for top management of a reputable company, with local and international operations
•Experience working in a medium to large organization