Personal Assistant

İşin təsviri

Responsibilities

• Providing day-to-day secretarial assistance to the Directors and Senior Managers.
• Manage Directors and Senior Managers schedules , assessing priority of appointments and reallocation as necessary.
• Manage Directors and Senior Managers travel arrangements (including visas/accommodation).
• Process Directors and Senior Managers correspondence, ensuring that incoming correspondence is dealt with by the Director/or on behalf of the Director, or other staff as appropriate.
• Maintain Directors and Senior Managers office systems, including data management and filing.
• Maintain records of Directors and Senior Managers contacts.
• Screen calls, inquiries and requests, and deal with them when appropriate.
• Assist Directors and Senior Managers in researching and following up with action on matters which fall within the Director’s responsibility – chasing responses, triggering follow-up action.
• Produce documents, briefing papers, reports and presentations for the Director.
• Organize meetings and ensure that Director’s and Senior Managers are well prepared for those meetings, preparing agendas, pre meeting briefings and meeting papers.
• Meet and greet visitors at all levels of seniority.
• Supervise all incoming/outgoing mail.
• Typing, compiling and preparing reports, presentations and correspondence.
• Implementing and maintaining procedures/administrative systems.
• Liaising with staff, suppliers and clients.
• Ensuring adequate supply of stock, office supplies and preparing purchase order requisitions for the Finance Team in a timely manner.
• Providing feedback, suggestion and implementation for process improvement as the need arises.
• Any other duties as may reasonably be required by the Director and Senior Managers.

Required Skills

• Excellent verbal and written communication skills.
• Excellent interpersonal, negotiation, and conflict resolution skills.
• Excellent organizational skills and attention to detail.
• Strong analytical and problem-solving skills.
• Ability to prioritize tasks and to delegate them when appropriate.
• Ability to act with integrity, professionalism, and confidentiality.
• Proficient with Microsoft Office Suite or related software.
• Must be fluent in English, Azerbaijan and Russian languages.
• Demonstrated ability to work under pressure and juggle competing demands simultaneously

Education and Experience:

• At least 2 previous years experience in a similar personal assistant role.
• Bachelors degree in Business Administration, Communication, Marketing or similar related fields is a must.
• Basic finance knowledge and basic knowledge of accounting systems would be considered a plus.

If you are interested in this position and have the skills and experience, please send your CV to Mohamed Hassan, Operations Manager at [email protected] We thank all those who apply, however only selected candidates for the interview will be contacted.

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