Personal Secretary Personal Secretary
Job Brief
Purpose: To optimize the Chairperson's productivity, effectiveness, and time utilization by providing comprehensive personal assistance and efficient management of administrative tasks.
Schedule 1 hour every Wednesday to plan and organize the upcoming week's agenda, updating priorities in the Totality list and the weekly schedule.
Update and maintain the Plan of Action for Key Employees, allocating 1 hour weekly to ensure alignment with Chairperson's priorities, keeping priorities in existence for Chairperson.
Prepare meeting agendas, minutes, and follow-up on action points, implementing a system of reminders for concerned parties.
Prepare necessary paperwork for meetings on the day of reuesting for meet, ensure approval by the Chairperson.
Organizing and maintaining a calendar and making appointments, and which has been in sync with Chairperson's and secretary calender phone and computer.
Allocate time slots and arrange meetings/conferences/concalls efficiently to minimize wait times.
Provide confidential personal assistance to the Chairpersonr to enhance productivity and effectiveness.
Ensure visitors are attended to promptly, minimizing wait times to under 5 minutes.Manage and organize the Chairperson's office, ensuring cleanliness and security.
Communicate effectively with all parties with scheduled appointments, ensuring preparedness and time efficiency. (such that paperwork is prepared)
Maintain and update the Contact Directory, handle visiting cards, and manage contact information efficiently.
Devise and maintain office systems, including data management and filing, dedicating 2 hours weekly to ensure a well-organized filing system.
Devising and maintaining office systems, including data management and filing: schedule 2hrs, keep index ready, target by december. Maintain good filing systems for smooth data retrieving.
Responsible for managing and organizing Chairperson’s office. Ensuring Cleanliness and security in Chairperson’s Premises.
Arrange travel, visas, and accommodation for local and overseas trips, ensuring passport renewal.
Backup emails on a monthly basis and upgrade operational systems and useful apps regularly.
Screen phone calls, inquiries, and requests, maintaining logs and sending daily summaries.
Greet and assist visitors at all levels, offering refreshments at all levels of management, staff and business associates: proper crockery to be maintained and maintaining proper crockery.
Meeting and greeting visitors n offering refeshments at all levels of management, staff and business associates, refreshments to be served in appropriate proper crockery.
Compose and prepare correspondences, reports, and memorandums as required.
Food management.
Providing Assistance to the others in his work and travel.
Regularly updating of skill sets.
preparing a manual.
Convey, coordinate, supervise, pursue and follow up on the instructions by the Chairperson to the relevant people:Undertake special assignments and ad-hoc functions as required.Liaise with internal departments, subsidiaries, bankers, lawyers, and government offices as needed.
Ability to multitask, prioritize work, and meet tight deadlines while maintaining strict confidentiality.
Maintain strict confidentiality.
Prepare presentations and other related tasks.
creating structures for projects.
Monitor household tasks including house, garden, servant quarters, scrap, in-house cleaning, and store stock
a. Graden managment
b. Servent quaters mangment
c. Scrap managment
d. In house cleaning
e. Store stock managment
30.Manage tailor services.
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