Bayport Financial Services Job Vacancy: Personal Assistant to Deputy Chief Executive Officer

JOB SUMMARY

Reporting to the Deputy Chief Executive Officer, your job purpose will be to provide administrative and secretarial support including managing calendar of appointments, making travel arrangement and compiling documents. The Personal Assistant also serves as a liaison to the Board of Directors and Senior Management teams. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to manage multiple priorities.

JOB SPECIFICATIONS

• Secretarial support including drafting and circulating meeting agendas, preparing minutes, communicating meeting reminders, confirming venues and arranging refreshments, as required.
• Responsible for organizing the Executives travel and logistics including flights, visa requirements, hotel accommodation, car rental and meeting schedules for trips.
• Monitor and respond to incoming communications to the Executive office including phone calls, emails, letters, and walk-ins.
• Ability to handle matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
• Responsible for managing the Executive’s personal daily schedule in line with their daily requirements.
• Organizing meetings and appointments, often controlling access to the Executive office.
• Stakeholder liaison and management for Executive office for all local and international visitors.
  Establish, maintain and manage an accessible electronic database and paper filling system.
• Perform any other tasks as assigned by Executive Management.

MINIMUM ENTRY REQUIREMENTS

• Diploma in any Business related discipline.
• A minimum of three (3) years’ experience in an Executive office.

OTHER SKILLS

• Strong interpersonal and communication skills.
• Excellent customer service skills.
• Ability to maintain the highest level of confidentiality and integrity.
• Experience of managing relationships at all levels including Senior Executives
• Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, Board members, external partners, and clients.
• Expert-level written and verbal communication skills
• Organizational skills and ability to multitask.

PERSONAL ATTRIBUTES/BEHAVIOURAL QUALITIES:

• Friendly
• Confident
• Possess cultural awareness and sensitivity
• Pro-active and self-motivated
• Pays attention to detail
• Maintain the highest level of confidentiality and integrity.