Personal Assistant

KP GROUP
Job Purpose:
Principal Accountabilities (Role & responsibilities):

Calendar Management: Efficiently manage the director's calendar, schedule
appointments, and coordinate meetings, ensuring optimal use of time and
prioritization of tasks.
Travel Arrangements: Make travel arrangements, including flight bookings,
hotel accommodations, and ground transportation, considering the director's
preferences and company policies.
Communication Management: Handle incoming calls, emails, and
correspondence on behalf of the director, prioritize and respond to inquiries
promptly, and maintain confidentiality of sensitive information.
Meeting Support: Prepare meeting agendas, take minutes, and assist in the
preparation of presentations, reports, and other documents required for
meetings.
Document Management: Organize and maintain electronic and hardcopy files,
including reports, presentations, and confidential documents, ensuring they are
easily accessible and properly archived.
Correspondence and Documentation: Draft, proofread, and edit
correspondence, reports, and other documents, ensuring accuracy, clarity, and
adherence to company guidelines.
Liaison: Act as a liaison between the director and other executives,
departments, and external parties, facilitating effective communication and
collaboration.
Event Planning: Assist in planning and coordinating company events,
conferences, and meetings, including logistics, venue arrangements, and
catering services.
Research and Analysis: Conduct research, gather data, and provide summaries
and briefings on various topics as requested by the director, supporting
informed decision-making.
Expense Management: Track and reconcile expenses, process invoices, and
ensure timely submission of expense reports and reimbursement requests.
Time Management Support: Help the director manage their time effectively by
proactively identifying priorities, following up on action items, and ensuring
deadlines are met.
Office Management: Oversee administrative tasks, such as office supplies
procurement, equipment maintenance, and coordination of facilities
management services.