Personal/Administrative Assistant

Job Description

Job Description

The Role

Managing and organizing diaries, scheduling, and coordinating appointments, meetings, events, and travel arrangements
Handle incoming calls and inquiries, providing timely and accurate responses when appropriate.
Prepare and edit documents, presentations, and reports as required. Ensure accuracy and consistency in all written communication.
Handle sensitive information with discretion and maintain a high level of confidentiality.
Track and reconcile expense reports, ensuring compliance with company policies.
Maintain office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.
Ensure optimal use of office equipment, supplies, and inventories, coordinate regular servicing of equipment, vehicles etc.
Maintain up-to-date employee absence records, anticipate.
Prioritize and manage multiple tasks simultaneously to meet deadlines effectively.
Anticipate and proactively address scheduling conflicts to optimize time management.

Qualifications

The Requirements

Proven experience as an executive or personal assistant, preferably in a multinational setting.
Excellent written and verbal communication skills in English. French will be an advantage.
Ability to communicate effectively with individuals at all levels, both internally and externally.
Strong organizational and detail-oriented with a focus on accuracy and efficiency.
Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and knowledge of office management systems and procedures.
Bachelor’s Degree or equivalent in human resources, business administration, management, or related field preferred
Ability to adapt to changing priorities and work in a fast-paced environment.
Maintain a high level of professionalism and integrity in all interactions.
Demonstrated ability to anticipate needs and take initiative.
Exceptional client relationship skills, ability to develop strong relationships quickly and maximize resources effectively to achieve goals.