Personal Assistant to Director
vakansiya — 2024

Location: Head Office
Department: Administrative
Reports to: Director
Receives work assignments: Director
Subordinate: No

Authority/Responsibility:

• To provide an efficient and responsive administrative, organizational, and logistical service to the Director.
• Helping to manage and prioritize his time. Responsible for providing full secretarial
• Assistance to the management team during absences to ensure a high level of service is maintained.
• This position will be of key importance within the organization and the successful candidate must have previous secretarial and administrative experience.

Inside of company: All Department
Outside of company: All Parties

Requirements:

• Education: High education
• Experience: A minimum of 1 year’s PA/secretarial experience
• Language: Azeri, English, Russian (all fluent)
• Computer skills: good computer literacy (MS Office-Good, Excel-Good, PowerPoint-Excellent)
• Professional/Personal skills:
• A good sense of responsibility and etiquette
• Excellent typing skills, speed, and accuracy essential
• Excellent organizational skills
• Excellent communication skills, both verbal and written
• Professional telephone manner
• Proven ability to work under pressure and to tight deadlines
• Well presented
• Flexible and mature approach with ability to work unsupervised and outside of working hours

Job Description:

• Manage and maintain the Director diary and email account.
• Filter emails, highlight urgent correspondence and print attachments.
• Organize inbound emails into the appropriate folders and any relevant information to be copied into the correct file on the hard drive.
• Respond to emails as much as possible, dealing with appointments, requiring Bio or photos etc.
• Ensure busy diary commitments, papers and travel arrangements are managed effectively including producing a daily folder with diary, necessary papers etc. and troubleshooting problems.
• Conduct weekly diary meetings with the Director to discuss upcoming engagements, invitations and other requests.
• Schedule on behalf of the Director meetings between him and his direct reports and the committees and groups to which he is a member.
• Coordinate travel and accommodation requirements in connection with others and ensure
• arrangements in place for the Director match his requirements.
• Filter general information, queries, phone calls and invitations to the Director by redirecting or taking forward such contact as appropriate.
• Ensure the Director is fully briefed on, or prepared for, any engagements he is involved in.
• Keep and maintain an accurate record of papers and electronic correspondence on behalf of the Director.
• Prepare correspondence on behalf of the Director, including the drafting of general replies.
• Minute general meetings as required and complete research on behalf of the Director.
• Keep and retrieve files.
• Ensure guests meeting with the Director are well taken care of.

Deadline for CVs submission 11.04.2022.

Please indicate the name of the position PA to Director in the subject line of the application email and send to e-mail address.