Executive Assistant cum Personal Assistant

Role & responsibilities

1. Proactively managing the Directors complex and flexible diary, assisting him to maximize his time productivity, such as advising him on upcoming commitments, prioritization, managing regular changes and dealing professionally with competing meeting requests.

2. Making complex travel arrangements (including international), hotel bookings, visa requirements etc. with minimal supervision, within known preferences

3. Liaising with the Director and actively updating his work plan, projects and responsibilities, including monitoring of commitments and deadlines, maintaining confidentiality.

4. Managing the Directorate filing systems, mailing list and contacts database, taking telephone messages and dealing appropriately with incoming and outgoing post.

5. Providing general administrative duties including word processing, collating and preparing documents

6. Participating in team meetings, retreats and other institute events

7. Supplying comprehensive information in response to internal and external requests to include in website/intranet services.

8. Responsible for processing all expense claims for Directorate members activities.

9. Working with Director and Directorate Coordinator to respond to general information requests and to disseminate information through e-mail, publications and web pages.

10. Providing assistance to visitors and staff as appropriate to their position, seniority and urgency.

Acting as key contact to provide general information in response to institute related enquiries from staff re contact details, dates of meetings, etc.