Behind every manager or company leader you'll find an organized, efficient personal assistant. Discover what this varied and dynamic career has to offer
As a personal assistant (PA) you will work closely with senior managerial or directorial staff to provide administrative support, usually on a one-to-one basis. You will help a manager to make the best use of their time by dealing with secretarial and administrative tasks.
PAs need extensive knowledge of the organization in which they work. You will need to know who key personnel are (both external and internal) and understand the organization’s aims and objectives.
Managers often rely heavily on their PA, trusting that work will be handled efficiently in their absence. Discretion and confidentiality are therefore essential attributes for a successful PA.
A personal assistant is sometimes called an executive secretary, as well as a personal or private secretary.
Responsibilities
As a PA, you will often act as the manager's first point of contact with people from both inside and outside the organisation. Tasks are likely to include:
· devising and maintaining office systems, including data management and filing;
· arranging travel, visas and accommodation and, occasionally, travelling with the manager to take notes or dictation at meetings or to provide general assistance during presentations;
· screening phone calls, enquiries and requests, and handling them when appropriate;
· meeting and greeting visitors at all levels of seniority;
· organising and maintaining diaries and making appointments;
· dealing with incoming email, faxes and post, often corresponding on behalf of the manager;
· carrying out background research and presenting findings;
· producing documents, briefing papers, reports and presentations;
· organising and attending meetings and ensuring the manager is well prepared for meetings;
· liaising with clients, suppliers and other staff.
In addition to supporting managers, their team and departments, many PAs also have their own personal workload and responsibilities. The scope of the PA's role can be extensive and additional duties may include:
· carrying out specific projects and research;
· responsibility for accounts and budgets;
· taking on some of the manager's responsibilities and working more closely with management;
· deputising for the manager, making decisions and delegating work to others in the manager's absence;
· being involved in decision-making processes.
Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.
Conserves executive's time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications.
Maintains executive's appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel.
Represents the executive by attending meetings in the executive's absence; speaking for the executive.
Welcomes guests and customers by greeting them, in person or on the telephone; answering or directing inquiries.
Maintains customer confidence and protects operations by keeping information confidential.
Completes projects by assigning work to clerical staff; following up on results.
Prepares reports by collecting and analyzing information.
Secures information by completing data base backups.
Provides historical reference by developing and utilizing filing and retrieval systems; recording meeting discussions.
Maintains office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies; verifying receipt of supplies.
Ensures operation of equipment by completing preventive maintenance requirements; following manufacturer's instructions; troubleshooting malfunctions; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.
Maintains professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies.
Contributes to team effort by accomplishing related results as needed.
Executive Assistant Skills and Qualifications:
Writing Skills, Reporting Skills, Supply Management, Scheduling, Microsoft Office Skills, Organization, Time Management, Presentation Skills, Equipment Maintenance, Travel Logistics, Verbal Communication
Executive Assistant will be reporting to the Regional Vice President Commercial & Channels.
website: http://www.huawei.com
Phone: 971-4-3688118
UAE