Personal Assistant - Estrada International Staffing Solutions

Estrada International Staffing Solutions is a strategic boutique specialist recruitment consulting firm, serving clients with expertise recruitment services across all sectors ranging from Banking, Insurance, Oil and Gas, Telecommunications, FMCGs and Construction, with the aim of satisfying their recruitment needs.

We are recruiting to fill the position of a Personal Assistant.

Job Objective

We are looking for a reliable and proactive Personal Assistant to support the executive team in our logistics company.
As a Personal Assistant, you will play a crucial role in ensuring efficient administrative support, effective communication, and seamless coordination of tasks.
Your primary goal will be to enhance the productivity and effectiveness of the executive team, enabling them to focus on strategic decision-making and business growth.

Responsibilities

Calendar and Schedule Management;

Maintain and organize the executives’ calendars, scheduling meetings, appointments, and travel arrangements.
Coordinate internal and external meetings, ensuring all relevant materials and information are prepared in advance.

Communication and Correspondence:

Screen and respond to incoming emails, phone calls, and messages on behalf of the executives.
Draft and review correspondence, reports, and other documents as required.

Information Management:

Organize and maintain confidential files and records, ensuring easy access and retrieval of information.
Conduct research and gather data to prepare reports, presentations, and other documents.

Administrative Support:

Provide general administrative support, including photocopying, scanning, faxing, and mailing documents.
Assist in the preparation and coordination of internal company events and meetings.

Travel Coordination:

Arrange travel logistics, including flight bookings, accommodation, and transportation, for the executive team.
Prepare detailed travel itineraries and ensure all travel-related documents are in order.

Relationship Management:

Build and maintain positive relationships with clients, suppliers, and other stakeholders on behalf of the executives.
Liaise with internal teams to facilitate effective communication and coordination.

Special Projects:

Assist in special projects and assignments as directed by the executive team.
Take on ad hoc tasks to support the smooth functioning of the company.

Requirements

Education: HND / B.Sc. Additional relevant certifications or coursework is a plus.
5 – 10 years of work experience.
Experience: Proven experience as a Personal Assistant or in a similar administrative role, preferably within the logistics or corporate environment.
Communication: Excellent verbal and written communication skills to effectively interact with stakeholders at all levels.
Technology Proficiency: Proficient in using Microsoft Office Suite (Word, Excel, PowerPoint) and other relevant software for administrative tasks.
Problem-Solving: Ability to proactively identify challenges and propose solutions to streamline processes.
Adaptability: Flexibility to adapt to changing priorities and work effectively in a fast-paced environment.
Initiative: Proactive and self-motivated with the ability to take the initiative and work independently.
Organizational Skills: Strong organizational and time management abilities to handle multiple tasks and prioritize effectively.
Confidentiality: Discretion and ability to handle sensitive and confidential information with utmost confidentiality.
Attention to Detail: Meticulous attention to detail to ensure accuracy in scheduling and document preparation.
Team Player: A collaborative and supportive team player who can work harmoniously with colleagues at all levels.
As a Personal Assistant at our logistics company, you will be an essential part of the executive team, providing crucial support and coordination to ensure the smooth functioning of daily operations.
Your exceptional organizational skills and proactive approach will contribute to the success and efficiency of our logistics business.