Valhmor Borg Import / Export Ltd

PA to the Managing Director

  • Basis:  Full-Time
  • Closing Date:  11 Jul, 2024
  • Job Ref:  KMP-91573

Job Description

The role is to provide high-quality executive personal assistance and administrative support to the Managing Director (MD). Provide an efficient and responsive administrative, organisational, and logistical service to the Managing Director, providing assistance to manage and prioritize time.

This position is of key importance within the organisation and the successful candidate must ideally have previous experience within the food industry. The job holder will need extensive knowledge of the organisation, including the company’s aims and objectives.

The Managing Director will rely heavily on the jobholder, trusting that work will be handled effectively and efficiently in his absence. Discretion and confidentiality are therefore essential attributes of this role.

Key Responsibilities and Duties

  • Proactively manage the MD’s busy diary which involves liaison with high profile and senior external stakeholders including scheduling of appointments as requested by the MD;
  • Provide a first point of contact for telephone and email enquiries to the MD and assisting with queries as and when necessary, some of which may be of a sensitive and/or confidential nature;
  • Support the MD in the compilation of reports including collection of data, research and creating final presentations in Microsoft Office Suite where necessary, preparation of contracts, agreements, due diligence and other related documentation;
  • Manage specific projects on behalf of the MD, which may also require tactful handling which may be of a sensitive and confidential nature;
  • Act as a liaison and provide support to the Board of Directors. Handle all logistics for Board meetings and events, schedule meetings, draft agendas, develop, compile and distribute presentation materials, record meeting minutes and adhere to rules and regulations set by the board;
  • Complete a broad variety of administrative tasks that facilitate the MD’s ability to effectively lead the organization, including: assisting with special projects, designing and producing complex documents, reports and presentations, collecting and preparing information for meetings with staff and outside stakeholders, composing and preparing correspondence, maintaining contact lists, making travel arrangements and completing
    expenses and mileage reports
  • Following up on all agreed, requested or set decisions, actions, initiatives, tasks and reports to ensure timely delivery to the agreed or required deadlines by the Management;
  • Maintaining an assertive and entrepreneurial attitude when requesting or following up on tasks in progress or reporting deadlines by the Management;
  • Maintaining discretion, high moral, ethical and confidentiality standards at all times. Ensuring that all information leaving the office has prior approval from the MD;
  • Ensuring responsible use of social networking media whether for Company or personal use so that the Company Image is respected and not compromised at any time;
  • Ensuring that all correspondence leaving the MD’s office is in perfect business English as well
    as in format and presentation;
  • Maintaining effective co-ordination and communication with Management of Business Units of other companies under the same directorship, Authorities, Organisations and other internal and external stakeholders;
  • Manage all aspects of the organization’s office services. Evaluate and assist in developing effective office work practices for improved workflow and anticipate future needs as organization grows.
  • Organize events including company events, meetings, lunches and dinners as requested by the MD;
  • Receive, register and inspect incoming Company mail to ensure that urgent matters are brought to the attention of the MD and appropriate responses are sent out as necessary;
  • Maintain a Calendar of deadlines for internal and external Company reporting, renewal of licenses, insurance policies, fire systems service agreements, food safety and hygiene certification, lift inspections and other important legal and regulatory processes to ensure that Company obligations are satisfied at all times;
  • Preparation & filing of Companies’ Annual Returns with MBR.
  • Manage petty cash reimbursements and reconciliation
    Sourcing office supplies, new supplies when necessary, and ensuring that the office has everything it needs to function efficiently
  • Being flexible with the range of responsibilities and working time;
  • Strict adherence to company confidentiality and professionalism;
  • Any other related duties and responsibilities as directed by the MD.

The above statements are intended to describe the general nature and level of work being performed by employees assigned to this taxonomy. They are not construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified. All employees may be required to perform duties outside of their normal responsibilities from time to time, as needed. This Job Description may be changed from time to time according to Company exigencies in which case, employees will be notified accordingly. In, addition, it is expected that employees carry out their duties efficiently and always promote good team spirit. Confidential Company information should always be handled with the utmost discretion.

Requirements

  • Minimum of 3 years relevant experience in a similar position and in a well-structured organization;
  • High degree of professionalism in dealing with diverse groups of people including Board Members, Senior Executives staff and community leaders;
  • Ability to react with appropriate levels of urgency to situations and events that require a quick response or turnaround;
  • Excellent written, verbal and non-verbal communication skills;
  • Proficiency with applications such as word, Excel and PowerPoint – ability to design and edit graphic presentations and materials;
  • Self-motivated, well-organized, good communication, inter-personal and analytical skills;
  • Able to work on own initiative and making decisions confidently;
  • Excellent time-management, business acumen and impeccable attention to detail;
  • A team-player who interacts professionally with the team;
  • Ability to work well within a cross-functional team environment and diverse communities.