Personal Assistant - Communication Platforms

Personal Assistant - Communication Platforms

The responsibility of the Personal Assistant (PA) is to support the Chief Mobility Business Officer and the rest of the team with a variety of administrative tasks to support the day-to-day operations of the function. The nature of support will include, but is not limited to event/meeting planning, expense processing, internal communications, travel and logistics arrangements, administrative organisation for internal and external activities. The PA will support and coordinate with the marketing team for Bayobab marketing activities.

Key performance areas:

The Personal Assistant will be accountable to achieve the following objectives:

Diary management, scheduling, and prioritisation:

• Enable the Bayobab Chiefs to balance their responsibilities and maximise their effectiveness.
• Assess the urgency and importance of situations/scenarios and take the appropriate action to determine the necessary level of Bayobab Executive involvement.
• Diary management - set up and manage ad-hoc meetings for day-to-day operational requirements.
• Coordinate and assist with travel arrangements (flights, accommodation, transports, agendas, and all other logistics required to optimise the effectiveness of all people travelling).

Protocol Officer Responsibilities:

• Welcoming guests and directing them to meeting rooms.
• Managing guest check-in and providing visitor passes.
• Creating guest Wi-Fi passwords.
• Receiving and distributing incoming mail, packages, and deliveries.
• Liaising with the Hospitality Assistant for guest refreshments and meeting room upkeep.
• Coordinating with Marketing for guest and staff merchandise.
• Supporting staff with general office needs (e.g., stationery).
• Answering and directing calls as needed.

Administration:

• Responsible for all core and ad-hoc functional administrative tasks for the Bayobab Chiefs/GMs/respective allocated function.
• Assist in scheduling, coordinating, and organising periodic functional meetings for the Bayobab Chiefs/GMs/respective allocated function. Ensure all relevant information is available and handy before any meetings, meeting rooms are booked and well equipped for the meetings.
• Manage the ordering, receiving and management of office supplies and stationery, catering and courier requests, and coordination with vendors as needed.
• Documenting and distributing minutes of meetings, as required.
• Arrange, coordinate, and provide on-ground support for multi-party events and meetings as applicable (involving Opcos/visitors, etc.).

Finance coordination and support:

• Support the Purchase Requisitions for all Bayobab related purchases (project related, marketing, travel bookings), proactively ensuring approvals are received in a timely manner, and costs monitored (for travel bookings).
• Manage the completion, submission & following up of invoices and expense claims.
• Purchase and place orders for required office supplies and other items.

Communication:

• Draft internal communications related to Bayobab business achievements.
• Prepare and draft critical correspondence, presentations, reports, and spreadsheets with attention to detail.
• Acts as the public relations representative for Bayobab.
• Support Bayobab marketing activities with the marketing team.

Strategic document and content creation:

• Create high-level documents translating business needs into functional presentations.
• Create content and analysis to support strategic intent.
• Create and maintain benchmarks to better understand and improve areas of Bayobab.
• Assist and support and provide input by conducting reviews on materials, presentations, and communications.
• Analyse, gather, and summarise business and market information.
• Active support from the Bayobab Chiefs and General Managers.
• Deep understanding of the Bayobab business strategy.
• Deep understanding of Bayobab marketing strategy and needs.
• Management of senior stakeholders.

Job requirements:

Education:

• Academic Degree or Diploma in Administration.
• English (other languages an advantage).

Experience:

• Minimum 5 years of Administrative Experience.
• Work across diverse cultures and geographies.
• Proven track record of execution and managing competing tasks and demands.