Personal Assistant / Secretary to the Managing Director

İşin təsviri

Job title: Personal Assistant / Secretary to the Managing Director

Department: Office 

Reporting to: Managing Director 

About the Company

Rabah Investment LLC, office in city center Baku, services that is generally considered the best services company. The company is privately-owned, successful and profitable, and we have good relationships with our clients.

Job Purpose:

To provide an efficient and responsive administrative, organizational, and logistical service to the MD, helping him to manage and prioritize his time. You will be responsible for providing full secretarial assistance to the management team during absences to ensure a high level of service is maintained. This position will be of key importance within the organization and the successful candidate must have previous secretarial and administrative experience within a fast-paced customer facing environment. You will be able to demonstrate the ability to effectively plan and organize your workload and the initiative to resolve issues quickly in an appropriate manner. 

Main duties

• Manage and maintain the MD’s diary and email account.
• Filter emails, highlight urgent correspondence and print attachments.
• Organize inbound emails into the appropriate folders and any relevant information to be copied into the correct file on the hard drive.
• Respond to emails as much as possible, dealing with appointments, requiring Bio or photos etc.
• Ensure busy diary commitments, papers and travel arrangements are managed effectively including producing a daily folder with diary, necessary papers etc. and troubleshooting problems.
• Conduct weekly diary meetings with the MD to discuss upcoming engagements, invitations and other requests.
• Schedule on behalf of the MD meetings between him and his direct reports and the committees and groups to which he is a member.
• Coordinate travel and accommodation requirements in connection with others and ensure arrangements in place for the MD match his requirements.

• Filter general information, queries, phone calls and invitations to the MD by redirecting or taking forward such contact as appropriate.

• Ensure the MD is fully briefed on, or prepared for, any engagements he is involved in. Keep and maintain an accurate record of papers and electronic correspondence on behalf of the MD.

• Prepare correspondence on behalf of the MD, including the drafting of general replies. 
• Minute general meetings as required and complete research on behalf of the MD. 
• Keep and retrieve files. 
• Ensure guests meeting with the MD are well taken care of.

• Handles financial and accounting matters for the chairman with confidentiality.
• Supporting marketing and strategic planning activities;
• Provide a service that is in line with the MD’s work habits and preferences.

Additional duties:

To attend supervision, training and meetings as and when required. You may be required to perform other ad-hoc tasks around the company that may be deemed necessary. 
Person Specification  A good deal of common sense, etiquette and an ability to think on one’s feet  Ideally educated to degree level (A’ level education considered)  A minimum of four years PA/secretarial experience at a senior level  Shorthand and excellent typing skills, speed and accuracy essential  Good computer literacy (MS Office, Excel, PowerPoint)  Excellent organizational skills  Excellent communication skills, both verbal and written  Professional telephone manner  Proven ability to work under pressure and to tight deadlines  Bright, confident personality  Well presented  Highly personable  Flexible and mature approach with ability to work unsupervised  Willing to travel 

Desirable skills:  A second language such as English & Russian.

To apply please send current CV with covering letter to [email protected] – closing date 19th Jan 2017. 

The Company reserves the right to vary or amend the duties and responsibilities of the post holder at any time according to the needs of the Company’s business.

The statements contained in this job description reflect general details as necessary to describe the principal functions of this job, the level of knowledge and skill typically required and the scope of responsibility. It should not be considered an all-inclusive listing of work requirements. Individuals may perform other duties as assigned, including work in other functional areas to cover absences of relief, to equalize peak work periods or otherwise to balance the workload.     

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