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 PAs 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:

 

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

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

 Organizing board and budget meetings including taking minutes

 Calendar coordination

 Translation, proof-reading and correspondence in general

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

 Meeting and greeting visitors at all levels of seniority

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

 Producing documents, reports and presentations

 Liaising with clients, suppliers and other staff

 Responsible for reception, canteen and caretakers , if any

 Carrying out specific projects and research including compliance with deadlines

 Updating of databases, Intranet, SharePoint

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

 Finance related tasks such as Travel expenses, bookkeeping and accounting

 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

 Internal and external communication