Personal Assistant

Main Responsibilities

• Manage administrative duties requiring the use of independent judgment and initiative;
• Screen all incoming phone calls, inquiries and requests and route accordingly. Deal with emails and post and prepare correspondence, both internal and external, on behalf of the MDO;
• Organize the agenda and schedule appointments, maintain and update manager's events calendar and send reminders;
• Liaise with internal departments/functions, plan and organize meetings on behalf of the MDO. Manage relationships with collaborators, suppliers, institutions where requested;
• Maintain office systems, including data management and filing;
• Produce and edit documents, minutes, reports and presentations.
• Coordinate travel arrangements (including accommodations and visas), prepare itineraries, plan logistics, and submit expense reports;
• Order office supplies and replacements. Prepare facilities for scheduled events and arranging refreshments, if required;
• Support with special projects where required as well as organize events;
• Maintain confidentiality of highly sensitive information and observe best business practices;