Executive Personal Assistant
Posted on :
10-07-2023
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Job Description
Position Title: Executive Personal Assistant
Department: Admin
Reports to: Directors
Designation: Non-exempt
Relates to: All internal and external stakeholders.
POSITION PURPOSE: To provide professional support and direct administrative assistance to the Directors, which includes dealing with and managing highly sensitive and/or confidential. matters, using independent judgment, tact, and discretion. To serve as the primary point of contact for internal and external stakeholders on all matters about the Director’s Office.
The Executive Personal Assistant is responsible for undertaking a variety of administrative and personal tasks, to ensure that the Director’s office operates with efficiency daily. The individual is responsible for maintaining the organization of her current and future obligations, as well as creating strategies to increase time efficiency in the completion of tasks. The Executive Personal Assistant should be trustworthy and skilled in managing duties and obligations daily. This document describes the work that should normally be done. It should be borne in mind that no frame of reference is complete and the use of one’s initiative and discretion must always be a guiding factor.
SPECIAL CONSIDERATION:
This position will be required to work on, or be accessible on weekends, public holidays, as well as doing overtime. All reasonable attempts will be taken to minimize these occurrences, as the need arises.
The Executive Personal Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.
ESSENTIAL FUNCTIONS:
In addition to the performance of the essential functions above, this position may be required to
perform a combination of other supportive functions, to be solely determined by the supervisor.
based upon the requirements of Fontana Limited.
Other:
To properly service our clients, you may be required to work outside of our scheduled business hours.
Timely execution of duties in keeping with pre-arranged schedule.
Care and diligence in protecting the organization’s assets.
QUALIFICATION STANDARDS
EXPERIENCE; EDUCATION OR CERTIFICATION
SKILLS AND KNOWLEDGE
Personal Characteristics
Department: Admin
Reports to: Directors
Designation: Non-exempt
Relates to: All internal and external stakeholders.
POSITION PURPOSE: To provide professional support and direct administrative assistance to the Directors, which includes dealing with and managing highly sensitive and/or confidential. matters, using independent judgment, tact, and discretion. To serve as the primary point of contact for internal and external stakeholders on all matters about the Director’s Office.
The Executive Personal Assistant is responsible for undertaking a variety of administrative and personal tasks, to ensure that the Director’s office operates with efficiency daily. The individual is responsible for maintaining the organization of her current and future obligations, as well as creating strategies to increase time efficiency in the completion of tasks. The Executive Personal Assistant should be trustworthy and skilled in managing duties and obligations daily. This document describes the work that should normally be done. It should be borne in mind that no frame of reference is complete and the use of one’s initiative and discretion must always be a guiding factor.
SPECIAL CONSIDERATION:
This position will be required to work on, or be accessible on weekends, public holidays, as well as doing overtime. All reasonable attempts will be taken to minimize these occurrences, as the need arises.
The Executive Personal Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.
ESSENTIAL FUNCTIONS:
- The following are specific responsibilities and contributions critical to the successful performance of the position:
- Manage and execute projects as assigned by the Directors.
- Manage active calendar of appointments, organize executive and personal travel arrangements (local & overseas), and schedule meetings.
- Communicate with all stakeholders and provide support when required.
- Perform Administrative duties daily.
- Prepare & send business and private correspondences.
- Communicate with Board Members, schedule Board Meetings, and prepare meeting agendas.
- Follow up and prepare all necessary documents and information in support of Board Meetings.
- Prepare and review communications and presentations to ensure accuracy and timely execution.
- Assist with prioritizing urgent and often sensitive matters.
- Manage the Director’s expenses, receipts, credit card reconciliation, etc.
- Liaise with companies regarding orders/follow/tracking/shipping etc.
- Assist with ordering/buying inventory items, based on computer sales and estimations, etc.
- Aid in sourcing new vendors - communication, proving information, follow-up.
- Verification of the accuracy of orders in comparison to the PO provided.
- Organize, chair, and execute meetings on various platforms (Zoom, Google Meet, etc.)
- Ensure following up on all tasks given to internal stakeholders, ensuring all deadlines are met,
- Coordinating and compiling information and presenting it to the Directors.
- Filling and retrieving corporate records, documents, and reports.
- Assist with coordinating and executing personal tasks on behalf of the Directors.
- Any other tasks deemed reasonable and given to you by a Manager/Supervisor.
In addition to the performance of the essential functions above, this position may be required to
perform a combination of other supportive functions, to be solely determined by the supervisor.
based upon the requirements of Fontana Limited.
Other:
To properly service our clients, you may be required to work outside of our scheduled business hours.
Timely execution of duties in keeping with pre-arranged schedule.
Care and diligence in protecting the organization’s assets.
QUALIFICATION STANDARDS
- Working Environment / Physical Activities:
- Considerable physical activity. May encounter heavy workloads and long working hours.
- Work is normally performed in a typical interior/office work environment.
EXPERIENCE; EDUCATION OR CERTIFICATION
- At least 3 years of experience in a similar capacity
- BSc. Degree in Business Administration or related discipline
- Certified Typist – At least 60 wpm
- Certificate/Diploma as an Administrative Professional (would be an asset)
- Certificate in MS Office Suite
- Excellent organizational and communication skills
- Must own and operate a motor vehicle.
- Proficient in Google Meet, Microsoft Teams, and Zoom
SKILLS AND KNOWLEDGE
- Ability to work under pressure and in a fast-paced environment.
- Ability to work independently or with minimal directives or instructions.
- Ability to use your initiative.
- Ability to analyze and solve problems.
- Ability to prepare routine administrative paperwork.
- Excellent computer skills and knowledge of MS Office Suite
- Must be detailed oriented and a multitasker with superb organizational skills.
- Must possess a high level of integrity and dependability with a strong sense of urgency.
- Must have strong internal and external customer service skills.
- Strong problem-solving and creative skills and the ability to exercise sound judgment and make decisions based on accurate and timely analyses.
- Strong interpersonal skills, ability to communicate (verbal, listening, writing)
- Willingness to demonstrate lateral service and support cooperatively and pleasantly.
- for the overall good of the company.
Personal Characteristics
- Excellent interpersonal and team skills, extremely collegial
- Outstanding communication skills, written and oral.
- Demonstrated resourcefulness and good judgment.
- Self-motivated; Hands-on leads by example
- Values diversity of thought, backgrounds, and perspectives
- Ability to multi-task while maintaining vigilant attention to detail.
- Integrity/ethics beyond reproach
- Constantly looking to apply best practices.
- Predisposition to mentor and subsequently increase responsibilities as the team develops.
Employment Type
Full Time
Key Skills
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