PA

Executive

A Personal/Executive Assistant and or Secretary is an important sparring partner for top management and busy professional managers/executives in need of relief in order to stay focused on the business.

 

Besides own personal workload and responsibilities the scope of the PA’s role can be extensive including administrative, HR, legal and financial matters and coordinating ad hoc tasks from management and/or board of directors.

 

TYPICAL ACTIVITIES FOR A PA:

 

à Arranging travel, occasionally, travelling with the manager to take notes or to provide general assistance during presentations

à Arranging meetings, conferences and events and ensuring the manager is well prepared

à Organizing board and budget meetings including taking minutes

à Calendar coordination

à Translation, proof-reading and correspondence in general

à Screening phone calls, enquiries and requests, and handling them when appropriate

à Meeting and greeting visitors at all levels of seniority

à Dealing with incoming email, faxes and post, often corresponding on behalf of the manager

à Producing documents, reports and presentations

à Liaising with clients, suppliers and other staff

à Responsible for reception, canteen and caretakers , if any

à Carrying out specific projects and research including compliance with deadlines

à Updating of databases, Intranet, SharePoint

à Legal related tasks such as board of directors documents, contracts, power of attorneys, legalization

à Finance related tasks such as Travel expenses, bookkeeping and accounting

à HR related tasks such as organograms, registration of absence and holiday, contract of employment, program for new employees, visa application, administration of company paid phone, credit card, newspaper, cars

à Internal and external communication