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1

executive personal assistant

  • I manage and maintain the directors diary and schedule.
  • I assist in preparing invoices, employee contracts, letters, financial statements and other documents, using word processing or presentation software.
  • I am responsible for answering phone calls and directing calls to the director or take messages.
  • I assist in processing payroll information.
  • I attend meetings to record minutes.
  • I welcome visitors and determine whether they should be given access to specific individuals.
  • I receive and  analyze incoming memos, submissions, and reports to determine their significance and plan their distribution.
2

executive personal assistant

  • I perform general office duties, such as ordering supplies, maintaining records management database systems, and performing basic bookkeeping work.
  • I file and retrieve corporate documents, records, and reports.
  • Organizing venues for executive board meetings which includes coordinating the luncheons for the attendants.
  • Supervise and explain duties for site contract workers, as well as being a mediator for workers needs.
3

executive personal assistant

  • Screening incoming calls, prior screening of guests requesting meeting
  • Making notes of essential information & prioritizing the calls to be returned by the HOD.
  • Prioritize E-mail traffic, a list of replies that have to be responded to. Replying to the non-priority mails, Letters & requests
  • Ensure the smooth running of the Royal Household Office on a day-to-day basis & manage a team of support staff 
  • Controlling correspondence; designing filing systems; screening of external phone calls, Meeting arrangements, diary management (Electronic & Manual management), dealing/sourcing quotes from suppliers for procurement purposes. 
  • Designing templates for office usage & filing documents of community complaints, Identify training requirements for staff,
  • Submitting of leave forms to HR, & Manage & update staff leave days Manage internal events, handing rsvp, designing name badges
4

executive personal assistant

  •  Handling of company’s emails and calls for any inquires or problems in shipments. 
  • Make travel arrangements for the chairman.
  • Handle and prioritize all outgoing or incoming correspondence (e-mail, letters, packages) .
  • Prepare invoices or financial statements and provide assistance in bookkeeping. 
  • Monitor Company supplies and negotiate terms with suppliers to ensure the most cost-effective orders.
  • Maintain electronic and paper records ensuring information is organized and easily accessible.
  • Conduct research and prepare presentations or reports as assigned.
5

executive personal assistant

  • Dealing with Suppliers, organising purchase order & processing of invoices
  • Identify media articles related to HOD & or any relating to the Company.
  •  Manage the Unit Budget, shifting funds for items lacking, Requests three quotes from suppliers before selecting a supplier, Create Procurement requisitions on the Systems
  • Submit MTEF Budget requisition to Finance for the new financial year.