Personal Assistant

1. MAIN PURPOSE:

The job holder is responsible for providing full service executive administrative support to the senior executive management team. He/she will coordinate all office services, assist with reporting, presentation & budget preparation. 

KEY DUTIES AND RESPONSIBILITIES:

Manage the day-to-day administrative affairs of the Managing Director SOAF including but not limited to Calendar management; Claim Recons; and leave management. 

Schedule and coordinate internal & external meetings with relevant stakeholders. 

Prepare monthly Leadership meeting agendas, meeting reminders and prepare meeting minutes and documentation as required. 

Support the Managing Director SOAF by reviewing, analyzing information, and come up with action plan. 

Prepare special monthly and annual reports, PowerPoint presentations when needed. 

Provide general support to visitors and expats management. 

Providing support to the Managing Director SOAF relating to travel management 

Maintain and develop an updated filing system and database. 

Provide support with budget preparation and presentation. 

Monitor ESS Claims and Credit Card claims of the Managing Director SOAF and report on these monthly. 

Arrange travel and logistics including booking flights, car rental and hotel accommodations locally and internationally when needed. 

Support with all ad hoc requests from site and cluster. 

Plan all in-house or off-site activities such as dinners and teambuilders for SOAF as required. 

S6 (Assure product conformity)

S6.3 Responsible to comply with all hygiene requirements in the plant.

Responsible for complying with and ensuring compliance to Food Safety standards.

S6.1 Responsible for implementation of all related sub processes through disciplinary responsibility along the line of command in the Quality area e.g. fulfilling quality inspections tasks.

S6.2 Support complaint handling by reporting all identified non-conformities and support in the implementation of effective corrective actions determined by the process owner, when needed. 

S10 (Ensure occupational health, safety and environment)

Ensure that HSE compliance in own area of responsibility.

Report any incident or unsafe conditions seen in the plant/ work area.

2. QUALIFICATION AND EXPERIENCE REQUIREMENTS:

Relevant qualification from a reputable institution with +10 years of experience in a professional office environment 

Excellent written and verbal communication skills. 

Above average competence with MS Office, including Word, Excel and PowerPoint 

Ability to analyze and interpret department needs and results. 

Ability to recognize, manage and solve complex issues/problems. 

Ability to perform assigned duties under frequent time pressures in a fast-paced environment. 

Experience with budget analysis and management 

Ability to juggle multiple tasks and projects effectively. 

High level of attention to detail and accuracy 

Excellent written and spoken local and English language skills.