Personal Assistant
Nr. i reklamës i Anegino
AK23HG26
Industria
Shërbime
Përshkrimi i punës
Company Description
Local Web is seeking for a Personal Assistant to the Executive Director who will be responsible for providing support to the Executive Director. On behalf of the Executive Director, the Personal Assistant will communicate with others outside and inside the organization, will manage busy schedules, and will complete complex administrative tasks. An ideal candidate will be experienced in handling a wide range of administrative and executive related tasks. This person must be exceedingly well organized, highly flexible and should enjoy challenges. This role is challenging but will provide a wide variety of experiences. The Executive Director highly values proactiveness and is looking for someone eager to learn and takes on an ever increasing responsibility. It's an exciting role, no day is the same. The successful candidate will enjoy engaging high-level relationships one minute and getting the details right the next. Diligence, optimism, and a sense of humour towards life and work are essential.
Job Description
1 – GENERAL
• Assists primarily the Executive Director with organizational and personal administration on a daily basis
• Be friendly and people oriented while managing heavy communications and calendar scheduling (requiring interaction with both internal and external executives and assistants, as well as consultants, clients, co-workers and the general public) to coordinate various complex meetings
• Sets priorities and manages multiple projects simultaneously and follows through issues in a timely manner
• Leads short-term projects and initiatives as requested by the Executive Director
• Respects the need for confidentiality and sensitivity of information
• Has a proven ability to exercise good judgment in recognizing the scope of authority
• Assists the Executive Director with all other related assigned tasks
2 – COMMUNICATIONS
• Communicates and handles incoming and outgoing electronic communications on behalf of the Executive Director
• Responds to requests and emails to/from the Executive Director
• Greets visitors graciously and in a professional manner
• Answers phones in a helpful and professional manner, directs all incoming calls to appropriate party promptly and efficiently, accurately recording messages and reliably passing messages to recipient in a timely manner
• Maintains and presents the Executive Dashboard and other reports on a timely manner
3 – SCHEDULING
• Works with the Executive Director to manage his calendar and schedule (board meetings, donor meetings, conferences, regional office visits) including coordinating Executive Director’s global and domestic travel itineraries
• Organizes all other meetings to be attended by the Executive Director, including staff lunches.
• Ensures that key dates and events are highlighted to the Executive Director ahead of time
4 – MEETINGS
• Prepares materials, packets and presentations for Executive Director’s meetings, senior management team meetings, off-sites, and all-staff meetings
• Organizes the logistics of board meetings and other key internal meetings
• Coordinates and distributes notes at management meetings as requested
• Takes notes for the Executive Director as requested
• Organizes and arranges venues for all other meetings requested by the Executive Director
5 – RECORDS AND DOCUMENTATION
• Maintains records of decisions and ensures action items are clearly recorded for the Executive Director
• Organizes documents for signatures of the Executive Director and members of executive staff related to relevant projects
• Keeps accurate records and files at all times and as appropriate
• Updates and maintains the database of executive key contacts
6 – OTHER
• Coordinates travel arrangements including scheduling and purchasing tickets for Executive Director, executive staff, board members, and key guests as directed by the Executive Director
• Provides oral and written translation of Italian to English, and English to Italian as needed
• Manages Executive Director’s expense claims
• Assists with special projects and reports as required as the Executive Director
Qualifications
ESSENTIAL REQUIREMENTS
• Bachelor degree required
• 2 years work experience in administrative and personal assistant roles at the executive level
• Excellent attention to detail, accuracy and quality
• Excellent written and verbal English and Italian communication skills
• Ability to maintain calendars and schedule appointments
• Ability to compose and edit written materials, translation experience is a plus
• Ability to work easily and effectively with a wide range of people
• Able to manage multiple projects and responsibilities at once; ability to meet deadlines
• Ability to be flexible and exercise sound judgment
• Ability to work flexible hours and on weekends as needed
• Possesses time/organization/stress management skills
• Strong commitment to INCLUDED's goals and missions
• A responsible attitude to all aspects of the work
• Possesses cultural awareness and sensitivity
• Demonstrates solid work ethics
• Proficiency with MS Office Suite especially Word, Excel and PowerPoint
DESIRABLE QUALITIES
• Experience in scheduling travel arrangements for management
• Passion and personal interest in people and providing assistance
• Holds a positive and outgoing perspective on life
Additional Information
Other Information
Employment Type: Full Time
Salary Range: Unspecified
Degree: Bachelor
Experience (years): Two
Local Web is seeking for a Personal Assistant to the Executive Director who will be responsible for providing support to the Executive Director. On behalf of the Executive Director, the Personal Assistant will communicate with others outside and inside the organization, will manage busy schedules, and will complete complex administrative tasks. An ideal candidate will be experienced in handling a wide range of administrative and executive related tasks. This person must be exceedingly well organized, highly flexible and should enjoy challenges. This role is challenging but will provide a wide variety of experiences. The Executive Director highly values proactiveness and is looking for someone eager to learn and takes on an ever increasing responsibility. It's an exciting role, no day is the same. The successful candidate will enjoy engaging high-level relationships one minute and getting the details right the next. Diligence, optimism, and a sense of humour towards life and work are essential.
Job Description
1 – GENERAL
• Assists primarily the Executive Director with organizational and personal administration on a daily basis
• Be friendly and people oriented while managing heavy communications and calendar scheduling (requiring interaction with both internal and external executives and assistants, as well as consultants, clients, co-workers and the general public) to coordinate various complex meetings
• Sets priorities and manages multiple projects simultaneously and follows through issues in a timely manner
• Leads short-term projects and initiatives as requested by the Executive Director
• Respects the need for confidentiality and sensitivity of information
• Has a proven ability to exercise good judgment in recognizing the scope of authority
• Assists the Executive Director with all other related assigned tasks
2 – COMMUNICATIONS
• Communicates and handles incoming and outgoing electronic communications on behalf of the Executive Director
• Responds to requests and emails to/from the Executive Director
• Greets visitors graciously and in a professional manner
• Answers phones in a helpful and professional manner, directs all incoming calls to appropriate party promptly and efficiently, accurately recording messages and reliably passing messages to recipient in a timely manner
• Maintains and presents the Executive Dashboard and other reports on a timely manner
3 – SCHEDULING
• Works with the Executive Director to manage his calendar and schedule (board meetings, donor meetings, conferences, regional office visits) including coordinating Executive Director’s global and domestic travel itineraries
• Organizes all other meetings to be attended by the Executive Director, including staff lunches.
• Ensures that key dates and events are highlighted to the Executive Director ahead of time
4 – MEETINGS
• Prepares materials, packets and presentations for Executive Director’s meetings, senior management team meetings, off-sites, and all-staff meetings
• Organizes the logistics of board meetings and other key internal meetings
• Coordinates and distributes notes at management meetings as requested
• Takes notes for the Executive Director as requested
• Organizes and arranges venues for all other meetings requested by the Executive Director
5 – RECORDS AND DOCUMENTATION
• Maintains records of decisions and ensures action items are clearly recorded for the Executive Director
• Organizes documents for signatures of the Executive Director and members of executive staff related to relevant projects
• Keeps accurate records and files at all times and as appropriate
• Updates and maintains the database of executive key contacts
6 – OTHER
• Coordinates travel arrangements including scheduling and purchasing tickets for Executive Director, executive staff, board members, and key guests as directed by the Executive Director
• Provides oral and written translation of Italian to English, and English to Italian as needed
• Manages Executive Director’s expense claims
• Assists with special projects and reports as required as the Executive Director
Qualifications
ESSENTIAL REQUIREMENTS
• Bachelor degree required
• 2 years work experience in administrative and personal assistant roles at the executive level
• Excellent attention to detail, accuracy and quality
• Excellent written and verbal English and Italian communication skills
• Ability to maintain calendars and schedule appointments
• Ability to compose and edit written materials, translation experience is a plus
• Ability to work easily and effectively with a wide range of people
• Able to manage multiple projects and responsibilities at once; ability to meet deadlines
• Ability to be flexible and exercise sound judgment
• Ability to work flexible hours and on weekends as needed
• Possesses time/organization/stress management skills
• Strong commitment to INCLUDED's goals and missions
• A responsible attitude to all aspects of the work
• Possesses cultural awareness and sensitivity
• Demonstrates solid work ethics
• Proficiency with MS Office Suite especially Word, Excel and PowerPoint
DESIRABLE QUALITIES
• Experience in scheduling travel arrangements for management
• Passion and personal interest in people and providing assistance
• Holds a positive and outgoing perspective on life
Additional Information
Other Information
Employment Type: Full Time
Salary Range: Unspecified
Degree: Bachelor
Experience (years): Two
Data e aplikimit të fundit : 18 Nëntor 2016