About This Role
Providing administrative and secretarial support to senior management is the core of this Personal Assistant role, ensuring that schedules, correspondence, documentation, and day-to-day office matters are managed efficiently, professionally, and with discretion.
Responsibilities
- Provide administrative and secretarial support to senior management, acting as a reliable point of contact for day-to-day administrative needs
- Manage and coordinate schedules, appointments, and meetings for senior management, avoiding scheduling conflicts and prioritizing time-sensitive commitments
- Arrange basic travel arrangements, including transport, accommodation, and itineraries, for senior management as required
- Prepare, format, and organize documents, reports, presentations, and correspondence on behalf of management
- Take minutes or notes during meetings when required, and follow up on action items arising from them
- Handle incoming phone calls, emails, and other communications on behalf of management, responding or redirecting as appropriate
- Screen and prioritize correspondence, flagging urgent matters for management's prompt attention
- Maintain organized office records and filing systems, both physical and digital, ensuring documents are properly labelled and easily retrievable
- Ensure proper document version control and confidentiality of sensitive files and records
- Assist in basic procurement activities, including preparing purchase requests and obtaining quotations
- Liaise with suppliers and vendors on delivery schedules, invoices, and follow-ups as needed
- Follow up on outstanding tasks, deadlines, and instructions given by management, providing regular status updates
- Coordinate with other departments and site personnel on behalf of management to facilitate smooth information flow
- Maintain and update contact lists and databases for management's business network
- Assist with basic event and meeting logistics, such as venue booking, refreshments, and materials, when required
- Perform general administrative duties and ad-hoc tasks as required by management
- Perform any other duties as assigned by the superior and/or the management
Requirements
- Diploma or relevant certification in Administration or a related field is an advantage
- No specific professional certification required; relevant administrative/secretarial certification an added advantage
- Minimum 3 years' experience as a Personal Assistant, Administrative Assistant, or in a similar role
- Prior experience in an administrative or assistant role, especially within the construction industry, is preferred but not mandatory
- Strong organizational and multitasking skills, with the ability to prioritize tasks and work independently
