Job details

PERSONAL ASSISTANT TO REGIONAL MANAGING DIRECTOR
The America's Regional Office, Miami, FL – Commercial Business District (Brickell)

Job reference: 011692

Location: The America's Regional Office, Miami, FL – Commercial Business District (Brickell)

Closing date: 13/08/2021

Department: Administrative

Job Purpose:  Providing high-level, confidential administrative support to the office of the RMD. Duties are clerical, administrative and project-based and include scheduling travel, arranging meetings, handling information requests, preparing reports and correspondence and liaising with employees across the organization. This position is often privy to confidential information and as such, requires diplomacy and discretion.

Job Purpose:  Providing high-level, confidential administrative support to the office of the RMD. Duties are clerical, administrative and project-based and include scheduling travel, arranging meetings, handling information requests, preparing reports and correspondence and liaising with employees across the organization. This position is often privy to confidential information and as such, requires diplomacy and discretion.


Engagement and Interaction

  • To handle all activities for the RMD with complete discretion and confidentiality
  • Communicate and provide information by relevant methods internally and externally

Operational Expertise

  • Responsibility for demanding calendar management and travel arrangements requiring interaction with both internal and external executives and assistants to coordinate a variety of complex executive meetings and events
  • Screen emails and telephone calls
  • Manage all expense claims and currency reconciliation
  • Manage daily administrative tasks.
  • Manage, organize and update various forms of data
  • Arrange and participate in meetings, conferences, and project team activities
  • Arrange and co-ordinate meetings and events, booking venues, equipment and refreshments
  • Attend meetings and take minutes/ actions
  • Liaise with Executive Committee (ExCo) and Regional SLT respectively with regards scheduling meetings, handling logistics of meetings, sending materials for review prior to the meetings, taking and distributing notes and fielding general queries

Professional and Personal Development

  • To ensure all visitors for the company are dealt with in a professional manner
  • Research and investigate information to enable strategic decision-making by others
  • Approve decisions, requests, expenditure and recommendations on behalf of senior people in their absence, according to agreed guidelines and policies

Personal Specifications – Skills, Knowledge and Experience

  • Demonstrable experience in a similar role at a senior level
  • Extensive experience of working with Microsoft packages including: Word, Excel,PowerPoint and Outlook. In particular an excellent knowledge of using contacts, mail merge and database management are essential
  • Excellent organizational skills and high attention to detail
  • The ability to work to tight deadlines and adaptable to working in a fast paced ever changing environment
  • Financially literate
  • Must be a team player, willing to help and be flexible
  • Excellent interpersonal skills with the ability to communicate effectively at all levels
  • The ability to work under pressure
  • Excellent command of spoken and written English
  • The ability to remain confidential with sensitive information
  • The ability to work both independently and as part of a team
  • Excellent communication skills both written and verbal
  • High level planning, prioritization and organizational skills
  • Professionalism
  • Gravitas to gain credibility Senior Management

 

The closing date for this job has now passed.

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