Personal Assistant To The MD at Tausi Assurance Company

The Personal Assistant will be responsible for provide administrative and secretarial support to the Managing Director’s Office by managing the MD’s daily calendar and appointments, making arrangements for the board meeting, receiving directors tea or refreshment on the 6th floor board room, coordinating board meetings and travel arrangements, receiving incoming mail on the 2nd floor reception of Tausi Head Office, registering dally appointments and coding incoming mail, organizing board papers and meeting materials, and ensuring efficient communication and a professional environment for directors, visitors, and staff

Essential functions

• Managing the MD’s calendar and travel arrangements;
• Coordinating the Managing Director’s driver schedule to ensure consistent availability and effective support.
• Organizing board meetings including directors travel arrangements, allowances and refreshments.
• Procuring stationery for the MDs office;
• Organizing travel arrangements for the Managing Director when travelling for official matters;
• Drafting and dispatching letters and documents relating to matters handled by the MD’s office as well as drafting and dispatching notices of meetings on behalf of the MD’s attendees;
• Receiving visitors and handling calls to the MD’s Office;
• Arranging and dispatching full Board Papers including obtaining Board Committee Papers from other departments;
• Handling conference/seminar bookings for all events for Directors;
• Assisting in preparation of support material/documents for meetings steered by the MD’s. Facilitating meetings between the MD’s department and various departments within the company;
• Regularly marking of incoming all mails, including electronic mail addressed to the MD and distributing to relevant staff using the EDMS;
• Instituting the filing and organizing of documents /letters or any correspondence for the MD maintaining a file opening register and filling system for all physical files after coding;
• Organizing parking arrangements for visitors and Directors for meetings to be held;
• Organizing refreshments i.e. tea/coffee for visitors and directors;
• Decorating MD’s office and Reception area with fresh flowers and keeping the environment clean and conducive for our visitors.
• Drafting correspondence for MD’s approval Coordinate and manage the planning, procurement, and distribution and Making of hampers for key celebrations, including Eid, Christmas, Easter, and Diwali.

Qualifications and Experience

• Diploma or Bachelor’s Degree in Business Administration, Secretarial Studies, Office Administration, or a related field.
• Professional training in Secretarial Practice or Office Management will be an added advantage.
• Proficiency in Microsoft Office applications (Word, Excel, PowerPoint, Outlook).
• At least 3–5 years’ experience in an administrative or executive assistant role, preferably supporting senior management

Personal Attributes and skills

• Strong organizational and planning skills
• Pleasant and courteous
• Personality Excellent written and verbal communication
• Time management and ability to prioritize tasks
• Confidentiality and discretion Attention to detail
• Ability to coordinate meetings and travel arrangements
• Document management and filing skills
• Problem-solving and multitasking abilities