Personal Assistant

Role Overview

The primary responsibility is to efficiently manage and support the daily activities of the CEO and other executive leaders at MultiChoice Namibia, ensuring smooth operational flow through meticulous scheduling, coordination, and administrative support.

Key Duties

• Manage and organize the executive's workload through forward planning and diary coordination.
• Arrange appointments and meetings, including consistent one-on-one sessions with direct reports.
• Prepare materials for meetings, coordinate boardroom logistics, and take detailed minutes when necessary.
• Assist in drafting foundational legal documents, letters, and emails under attorney guidance.
• Respond promptly and proactively to all verbal and electronic inquiries directed to the executive and staff.
• Communicate effectively with internal departments and external bodies on behalf of the executive.
• Develop and maintain efficient systems and processes to support daily office management.
• Monitor operational budgets, submit receipts to Finance, and process expense claims for the executive.
• Track travel and operational expenditures monthly, generate reports highlighting discrepancies, and enforce corrections.
• Collaborate with Finance for SAP reporting needs and capture invoices accurately.
• Plan complex travel arrangements and itineraries.
• Ensure organizational charts remain current and accurate.
• Coordinate hospitality arrangements for the executive and visiting guests.
• Handle client communications professionally, including answering calls.
• Procure office supplies and equipment timely.
• Organize internal functions and departmental events as required.
• Manage communications flow, schedule calendar appointments, and support ad-hoc requests.

Required Qualifications

• Diploma in Secretarial Studies or equivalent.
• Minimum three years' experience as a Personal Assistant at an executive level.
• Strong proficiency in Microsoft Office suite: Word, Excel, Outlook, and PowerPoint.
• Experienced with SAP software is mandatory.
• Creative and agile thinker capable of generating innovative ideas and adapting to current trends.
• Exemplary written English skills with the ability to produce engaging copy across different formats swiftly and accurately.
• Strong planning, organizational skills, and self-motivation.
• Ability to collaborate effectively with cross-functional teams.

Technical Skills

• Exceptional attention to detail.
• Expertise in managing travel arrangements.
• Administrative skills including filing and document processing.
• Competent in drafting correspondence with excellent grammar and spelling.

Behavioral Attributes

• Demonstrates accountability and responsibility.
• Works well within a team environment.
• Capable of delegating tasks appropriately.
• Provides interpersonal support.
• Effective problem-solving capabilities.