Job Title: Personal Assistant to Principal (PA)
Job ID: 4
Location: Abeokuta, Nigeria
Employer: Day Waterman College (DWC)
Contract Type: Full Time
Contract Term: 2 Years (Renewable)
Start Date: August 2014
Salary: Attractive
Reports to: Principal
Main Purpose of the Job:
• The main role of the Personal Assistant is to act as the Principal's first point of contact with people from inside and outside Day Waterman College
• The PA Provides dedicated support to the Principal, ensuring that and administrative tasks are handled efficiently and effectively
Key Responsibilities:
• Performs a wide variety of confidential executive administrative duties including administrative support to meetings, organising workshops and seminars and any reasonable task requested by the Principal.
• Provides timely, effective diary management by prioritizing and organizing meetings with internal and external parties in consultation with the Principal.
• Resolves conflicting demands on the Principal's time from internal and external parties.
• Coordinates the submission of key documents and reports to the Principal to ensure all relevant information is provided prior to appointments and meetings.
• Ensures all outgoing correspondence, reports, submissions and briefings from the Principal's office conform to the organization's presentation, style, format and content protocols.
• Oversees the movement of files and documents (electronic and hard copy) to and from the Principal's office.
• Coordinates the Principal's domestic and overseas travel and accommodation arrangements, ensuring compliance with the organization's policy and practice.
• Keeps the Principal abreast with all administrative issues relating to internal and external stakeholders in DWC.
Key Performance Indicators (KPI):
Organisation KPI;
• Maintenance of efficient filling and record retrieval system
• Efficiency in handling correspondence and incoming mails
Problem-Solving KPI;
• Internal customer rating on management of issues that arise within the job scope
Confidentiality KPI;
• Maintenance of strict confidentiality on all issues
Scheduling KPI;
• Efficiency in managing appointments and scheduling meetings
• Seamless coordination of travel arrangements and logistics
General Administration KPI;
• Efficiency in managing the Principal's itinerary; i.e. number of overlapping appointment, missed engagements, etc
• Conciseness and accuracy of minutes of meetings taken
• Turnaround time in drafting memos, letters and other correspondence
Minimum Job Requirements:
Education/Certifications:
• Minimum of Bachelor's Degree or HND
Experience:
• Minimum 2 years of relevant experience in administration.
Knowledge, Skills and Abilities:
• The ideal candidate must have good written communication and administrative skills.
• The ideal candidate must also be able to deal with students, parents, teachers, other senior staff within the school, as well as liaising effectively with a range of external agencies, organizations and other schools and colleges.
Other critical skills include:
• Profound knowledge of full range of administrative and clerical support services
• Ability to prioritize multiple assignments
• Ability to adapt quickly to diverse situations
• Ability to function in fast-paced environment
• Good working knowledge of the Microsoft Office suite and exceptional typing skills
• A professional attitude
• Time management skills, with the ability to complete tasks within a deadline
• Excellent language and grammar skills
• Must have a firm understanding of telephone etiquette
• Robust interpersonal skills, including the ability to communicate confidently, effectively and diplomatically
• Must be able to manage busy schedules, establish office systems and work accurately under pressure
Personal Attributes:
• Must be well-groomed
• Must be discrete
• Must be dependable
• A positive attitude
• Must be honest
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