Role purpose: Hudson Group CEO is looking to hire a Personal Assistant (“PA”) to further enhance the CEO’s office capability to expand, develop and manage the business efficiently and effectively. The CEO’s PA from the onset must gain extensive knowledge of the company, the CEO, other key persons and all facets of Hudson (both internal, external and inter-company) and have a fundamental understanding of the company’s aims and objectives. The PA needs to emulate who and what the CEO is and how he is perceived internally and externally and may at times be required to act on behalf of the CEO, frequently being the first point of contact with clients, internal staff and other business contacts. The PA will be privy and have access to the company’s confidential matters and complete discretion and confidentiality must be maintained at all times.
Key accountabilities:
- Screening telephone calls, enquiries and requests, and handling them when appropriate and welcoming the CEO’s guests;
- Liaising with clients, suppliers, advisors, shareholders, intercompany directors and other staff;
- Organising and maintaining the CEO’s diary and making appointments, and available time for direct reports, Chairman, staff on a daily/weekly basis as needed, ensuring that the CEO is accessible and maintains regular communication and receives regular feedback from the organisation;
- Dealing with correspondence, writing emails/letters and corporate documentations and post delegating work where relevant, highlighting any items for the CEO’s immediate attention;
- Organising and attending meetings, writing up meeting reports and following up on action points;
- Arranging and coordinating business trips (including flights and accommodations), ensuring the CEO is well-prepared for meetings/business trips, preparing meeting agendas;
- Designing and producing documents, briefing papers, reports and presentations;
- Processing CEO’s business expenses and other administrative items.
- Carry out specific projects, research and administration as required by the CEO;
- Ensuring CEO receives financial presentations and management accounts prior to submission to the Board of Directors in time for correct review and signoff;
- Assist CEO to prepare Monthly Executive Report for presentation to the SLT, Chairman and Board of Directors;
Requirements:
- At least 6 years progressively responsible experience in a secretarial role of which 3 years as a PA preferably to a senior manager;
- Strong administrative and personal assistant skills with an ability to work well in a fast paced environment;
- An effective planner with proven time management skills and attention to detail;
- Great interpersonal skills to be liaison with various stakeholders;
- An understanding of general business management such as use and need for budgets, management account, commercial proposals and reports, client relationships;
- Excellent written and oral communication skills in English (fluency in French will be an asset);
- Comprehensive capabilities in Microsoft Office, especially Excel and Power Point and good excellent presentation skills;
- Smart in presentation, honest and reliable;
- The ability to work at his/her own initiative and to tight deadlines;
- Flexibility and adaptability to juggle between a range of tasks;
- An understanding of confidentiality issues and the use of discretion;
- Availability to travel.
