Scope
Based in our Cairo Office, we are looking to recruit a Personal Assistant to
our Head of P&DS MENA who will also be responsible for the P&DS MENA team's
administrative support.
Responsibilities
Client Support
PA Duties:
* Diary management - Full control and maintenance of diaries, making appointments and arrangements for all meetings with clients and colleagues.
* Email management.
* Deal with clients visiting the office in a polite, helpful and confident manner.
* Full and accurate minute taking at Office Meetings.
Office Administration:
* Typing of all correspondence: emails, reports, letters, minutes, schedules, forms, tender documents etc.
* Prepare reports, agendas and papers for meetings.
* Support team members with MS Word, PowerPoint and Excel based tasks.
* Pitching documents - assist in drafting and collating pitching material.
* Ensuring all paper and electronic filing is carried out on a regular basis to maintain an up to date filing system.
* Coordinating all incoming and outgoing mail.
* Office meetings - weekly & monthly agendas.
* Corporate travel arrangements & booking, including corresponding Visas.
* Maintain/update database contacts register and excel master file.
* Prepare exact target e-marketing emails.
* Ensure all documents have a file path for reference.
* Arrange and execute special post/courier services.
* Handle computer/database (KF Database, Contacts Register / ICON and RPS).
* Maintain correct contact information on People Search for the department.
* Manage the P&DS MENA Department Invoicing Procedure( Issuance, Tracking, collections, reconciliation)
* Manage archiving all Projects documentation including contracts and Letters.
* Ensure reports are in line with KF formatting standards.
Professional Standards
Financial
* Manage the P&DS MENA Department Invoicing Procedure( Issuance, Tracking, collections, Monthly reconciliation).
* Monitor team expenditure, monthly including Travel, Entertainment, etc..
* Responsible for ensuring files adhere to audit regulations.
Entertainment /Events
* Organise business generation events/functions.
Systems & IT competence
* Word (Advanced)
* Mail merge proficient
* Excel
* Power point
* Outlook
Professional Experience and Personal Skills Profile
Qualifications/Education Required
* 5 years+ experience in a similar PA and Office Admin role
Particular Aptitudes/Skills Required
* Mature candidate with an ability to maintain confidentiality
* Ability to command authority
* Flexibility, adaptability and a co-operative attitude
* Calm under pressure
* Fluent English grammar and spelling
* Dedicated and loyal
* Diligent and efficient
* Well presented
* Clear speaking voice / excellent telephone manner
* Hardworking
* Attentive to detail
* Able to take initiative and be pro-active.
* Self-motivated
* Presentable
* Well Organized and Diligent
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