PERSONAL ASSISTANT TO CEO

Job Profile

Personal Assistant to the Chief Executive Officer

Company:  IRIS Executive Development Centre

Job Location:  Dar Es Salaam, Tanzania

Job Purpose

The Personal Assistant (PA) reports directly to the CEO. The role provides a valuable contribution to transforming the business into a world class leader of products and services in East Africa. The PA role is highly visible and varied, providing a comprehensive and confidential high level administrative role in support of IRIS’ Executive Development Centre mission and vision.

Key accountabilities

• Support the CEO by providing a high standard of personal executive level assistance to meet the needs of the CEO’s objectives, including a significant amount of supporting client projects, diary management, setting up meetings, hospitality, travel arrangements.
• Provides both technical, operations and administrative support to all client projects
• Supports the consultancy team in facilitating client projects
• Support as required with setting up meetings, drafting agendas, taking minutes at meetings, circulating papers.
• Work closely and provide proactive support to the CEO and ensuring the consistent application of all policies and procedures.
• Comply with data protection legislation, manage company files and filing (both electronic and hard copy), archiving or disposal of documents when appropriate.
• Conserves executive's time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications.
• Maintains executive's appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel.
• Represents the executive by attending meetings in the executive's absence; speaking for the executive.
• Welcomes guests and customers by greeting them, in person or on the telephone; answering or directing inquiries.
• Maintains customer confidence and protects operations by keeping information confidential.
• Completes projects by assigning work to consulting staff; following up on results.
• Prepares reports by collecting and analyzing information.
• Maintains professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies.

Nature and scope

• This is a broad, busy and visible role in which you will need to provide a confidential and professional PA service to the CEO.
• The role requires a motivated and flexible individual with exceptional multi-tasking ability as the demands on the role will vary from time to time.
• The job holder will need to be an effective communicator with people at all levels and from all backgrounds and cultures. Fluency in English and Kiswahili is an essential requirement for this role.
• Building and maintaining good relationships with all contacts (internally and externally) is key to success in the role.
• The job requires that you have a mix of skills and experience and initiative to respond to a range of queries and responsibilities in the absence of CEO.
• The work is always confidential, often to tight deadlines and you will need to be accurate and demonstrate excellent organisation and time management skills.

Knowledge, qualifications and experience

• Relevant secretarial training and qualifications, you will have proven experience as an all- round executive level PA.
• You should also be willing to continually update your skills and develop your knowledge of the qualifications and awarding body industry. An interest in HR would be an advantage.
• You must have excellent interpersonal, customer service and time management skills, together with diplomacy, tact and well developed organisational skills.
• You must have the confidence to deal with people at all levels and from all backgrounds. The ability to listen and communicate confidently and clearly, both orally and in writing is essential.
• The work requires administrative ability and is often to tight deadlines where accuracy and confidentiality are essential requirements of the job.
• You must be IT literate with experience of Microsoft Office including Outlook, Word, Excel and Powerpoint. You will need to be able to draft correspondence both standard and ad-hoc with minimal supervision ensuring both quality and accuracy in all your work.
• You will need to be flexible in your approach to work, happy to work autonomously and as part of a wider team.

Person specification

The Personal Assistant should meet the following requirements:

• The ability to maintain confidence and discretion at all times
• Exceptional presentation and communication skills
• Digitally savvy and adept at using social media
• Event management experience
• An innovator with the ability to use creativity and initiative to bring fresh ideas
• A team player and able to quickly establish credibility amongst people at all levels both within and external, across numerous cultures
• An ability to define problems, collect data, establish facts and draw valid conclusions
• Open and collaborative working style; must be comfortable in an environment where ideas are shared and challenged.
• Passion and enthusiasm
• Willingness and ability to travel
• Knowledge of HR is desirable
• A driving licence is desirable

If this sounds like you... please come and join this amazing opportunity to innovate and build a world class business!

Application deadline: 20 May 2022

No telephone calls, whatssap or inbox messages please. No canvassing.