Personal Assistant at Halifield Schools

Duties and Responsibilities

• Plan and maintain the Director’s schedule and appointments
• Plan and present refreshments for Director’s meetings
• Prepare and coordinate Board meetings in terms of refreshments and documentation needed for the meeting.
• Attend to visitors in the Director’s office.
• Draft and prepare presentations, proposals and memos on behalf of the Director
• Make deliveries and pay bills on behalf of the Director.
• Check the Director’s emails daily.
• Maintain the Director’s correspondence and filing.
• Ensure provisions and materials are available for the smooth running of the Director’s office
• Carry out background research and present findings
• Arrange travel / visas / accommodation needs
• Screen visitors and handle/direct certain issues to alternative offices.
• Liaise with other staff for the Director
• Report pending issues for follow-up; list monthly achievement listings and areas for amendment or review.
• Organize and attend meetings with the Director and ensure the Director is well prepared.
• Carry out Checks on students’ notes for completion of notes & assignments, students’ behaviour in class (attendance & orderliness) and well as etiquette during meal times in the dining hall.
• Any other duty assigned

Education and Work Experience

• First degree or its equivalent in the relevant field of study i.e. Secretarial studies, Humanities, Business Administration
• Two-Five years relevant experience

Skills and Competences

• Strong people management skills
• Excellent communication & networking skills
• Proficiency in the use of office tools on a computer
• Proficiency in research and preparation of documents
• Confidentiality
• Excellent organizational skills

Key Performance Indicators

• Completeness and availability of all Director’s files
• Maintenance of Director’s appointment book.
• Maintenance of Correspondence in and out book.
• Qualitative and timely presentations, proposals and memos
• Communication Error Margin (written and oral)
• Maintenance of professional appearance and manner
• Accuracy and timeliness of reports
• Visitor Satisfaction Index