Personal Assistant To Director

JOB DESCRIPTION

Business Personal Assistant

Admin & Operations

CORE CHARACTER TRAITS

Integrity | Humility | Loyalty | Determined

JOB PURPOSE

Perfect role for a committed and loyal individual looking for long term development and growth.

As a (Business) Personal Assistant, you will perform more than administrative tasks; you will often be referred to as the director’s “right-hand person” who enables them to advance company initiatives and goals. You will filter and attend to the day-to-day functions that are part of the Director’s role so that the Director can focus on the high-level leadership and strategy functions. You should not be afraid to get your "hands dirty", and be prepared for any type of job / project.

SUMMARY CANDIDATE AND ROLE SPECIFICATION

A hard-working, organised and versatile Assistant to support and follow up projects and daily operations under company director’s guidance. A candidate that would work from the heart, that is a people’s person, and knows how to manage difficult situations and people would excel tremendously in this position. The assistant needs to be proactive and takes on any role to help accomplish tasks and projects. Organising and following up on deadlines, paper work, projects, bookings, meetings, managers and employees when required. The role will be a mixture of operations, admin, personal and professional assistant work. Multi- tasking and Flexibility are imperative, due to many businesses and projects that operate 7 days a week (hospitality runs - 365 days in a year), and as when and if required, assistance during weekends may be required. A great opportunity for a creative perfectionist to put their impressive skills to the test as you will be organising and communicating with managers and executives to problem solve and complete projects and tasks.

Summary: You will be the eyes, ears and heart for the director/superiors.

DUTIES AND RESPONSIBILITIES

- Reporting to Director

- Performing secretarial and administrative duties.

- Acting as a point of contact for other managers, employees and external partners for the director

- Managing and organizing information in a timely and accurate manner

-Researching third party suppliers/programs/schemes to help executives and managers to complete tasks or work efficiently

- Managing and organizing meetings with relevant parties quickly and efficiently when required.

- Monitor executives and employees and report back to Director of any operational issues.

- Answering telephones and drafting correspondences

- Guide and assist managers and executives to successfully complete projects and tasks to Director’s specifications.

- Making sure communication and tasks are followed according to managements requirements.

- Support Director in all areas required – personal and work related

- Multi-tasking and overseeing/reporting of projects for multiple businesses/propertiesto Director

- Creative flair to help come up with ideas to problem solve or help enhance guest and employee experience

- Typing, formatting and editing reports, documentations and presentations

- Liaising with internal departments and answering calls

- Managing internal and external correspondence on behalf of senior management

- Preparing facilities for scheduled events

Observing and helping to implement best business practices and etiquette

- Stay up to date on current trends, seminars, exhibitions and trainings for hospitality

-Helping to identify problems and help find solutions.

- Overseeing employee satisfaction and any underlying issues in the workplace

- Custodian of an Anti-Toxic work environment, helping HR to identify problems.

- Identifying ways for management to help improve business.

- Attending meetings, taking minutes and reporting back with actions

- Maintaining and monitoring budgets and expenses

- Privacy kept at all times of Director / Superiors

As a representative of the director and company - to always be professionally well dressed, mannered and spoken

PERSON SPECIFICATION & SKILLS

Integrity

Looking for a Long-term/Permanent role (continue to learn and grow over the years as the company grows)

Positive attitude

Result Driven

Strong Research Skills

Discretion and Confidentiality

Strong business and commercial acumen

Ability to effectively and respectfully communicate with present to senior management and executives

Ability to identify and filter which emails, reports, calls, issues and information needs to be informed to Director

Exceptional organizational and diary management skills

High levels of Flexibility and adaptability

Flawless communication and presentation skills – both written and verbal

Excellent telephone manner

Ability to multitask and prioritize an everchanging workload

Ability to work under pressure and reach deadlines

Ability to work autonomously

Hard-working

Problem-solving & Decision-making skills

Self-driven to make positive changes/impact

Ability to build relationships at all levels across the business with no external contacts

Fully adept with Microsoft Suite

Logical-thinker

Loyal

Enthusiasm

Punctuality

Multi-tasking

Ability to work under pressure

Calm & Collected

Works from the heart

Compassion and Empathy

Wants to work in a “family” environment

Eager to learn

EXPERIENCE

Previous Admin Experience is ideal

Hospitality Experience is ideal

Customer service experience is required

Experience working in a fast-paced environment

HR or Training Experience

QUALIFICATIONS

A Levels and Higher

Business / hospitality degree would be ideal

Drivers License – Ideal (Achieving within the next 2 years)

This job description is not all inclusive and is intended as an outline of the responsibilities and requirements of the role. The role and duties will evolve as the development expands and other duties may be required to meet the on-going needs of the company.