Summary
Date Posted: Thursday, June 22, 2023 , Base Salary: Not Disclosed

JOB DETAILS:
Summary of job
Provide full administrative and secretarial support at a senior level to the Director to ensure the smooth management of their day to day affairs, and most effective use of her time. Handle sensitive and complex issues in a professional and objective manner. Take initiative as appropriate especially in the Director’s absence.

Main responsibilities
• Manage Director’s electronic diary, assessing priority of appointments and reallocation as necessary.
• Manage Director’s travel arrangements (including visas/accommodation).
• Process Director’s correspondence, ensuring that incoming correspondence is dealt with by the Director/or on behalf of the Director, or other staff as appropriate.
• Maintain Director’s office systems, including data management and filing.
• Maintain records of Director’s contacts.
• Screen calls, enquiries and requests, and deal with them when appropriate.
• Assist Director in researching and following up with action on matters which fall within the Director’s responsibility – chasing responses, triggering follow-up action.
• Produce documents, briefing papers, reports and presentations for the Director.
• Organise meetings and ensure that Director is well prepared for those meetings, preparing agendas, pre-meeting briefings and meeting papers.
• Manage arrangements for Trustees’ and Sub-Committee meetings, including production/distribution of agenda and papers.
• Assist/support Director, Development Manager & Communications Manager in arranging funding partner and other events.
• Meet and greet visitors at all levels of seniority
• Supervise all company incoming/outgoing mail.
• Any other duties as may reasonably be required by the Director.

Interdependencies/Interfaces
• Highly organized work style with excellent interpersonal skills
• An energetic personality with can do attitude
• Extraordinary ability to multitask, organizational planning skills
• Highly accountable with excellent professional work ethics & high-level integrity
• Preferred a self-initiative and adaptability personality

Competencies and Experiences
• Minimum 4-6 years in administrative/executive support roles with increasing responsibilities
• A Bachelor’s degree with major in Office Administration, Business Administration, Finance, Accounting, or Human Resources Management would be an advantage
• Experienced Personal Assistant at senior management level.
• Strong organizational skills, attention to detail, and a very high level of accuracy with particular attention to deadlines
• Experience of electronic diary management
• Experience of working in a Higher Transportation Company Environment
• Excellent writing, proof reading and editing skills
• Exceptional interpersonal and communication skills, to enable professional interaction with a wide range of contacts, both internal and external to the company
• Ability to organise and plan own work
• Excellent attention to detail, with the ability to maintain a high level of accuracy
• A flexible, pro-active approach to work including the ability to prioritise and re-prioritise
• Ability to work on own initiative
• Ability to maintain confidentiality surrounding company materials and information
• High English communication skills, judgment and decision-making ability
• Excellent IT skills, including a working knowledge of presentation software packages, preferably Microsoft Office Word, Excel and PowerPoint.
• A matured personality who willing to moderate, good understanding of local and international travels who also experienced local & abroad travel


Work Hours: 8

Experience in Months: 48

Level of Education: Bachelor Degree

Job application procedure

If you are up to the challenge, possess the necessary qualification and experience; please send your CV only quoting the job title on the email subject (PERSONAL ASSISTANT TO DIRECTORS) on or before 15th July, 2023 to application@expertconsultancy.co.tz 

If you are interested in the role, please email your CV to application@expertconsultancy.co.tz  with the subject: ‘PA to Directors.


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