Raybond Technical Limited delivers comprehensive engineering solutions backed by premium European manufacturers. From welding equipment to industrial pumps, we provide reliable solutions that keep your operations running efficiently.

Job Summary

• The Personal Assistant to the Managing Director will provide high level administrative, organizational, and personal support to the Managing Director while ensuring the smooth efficient coordination of day-to-day office administration.
• The role requires a high organized, proactive, discreet, and dependable individual who can manage schedules, correspondence, meetings, documentation, office activities, and follow up tasks effectively.
• The successful candidate can serve as an important link between the managing director, employee, clients, vendors and other stakeholders.

Key Responsibilities

Personal Assistant to the Managing Director:

• Manage the Managing Director's calendar, appointments, meeting and daily schedule.
• Coordinate meetings and ensure the Managing Director is adequately prepared with the relevant documents and information.
• Prepare meeting agendas, minutes, reports, presentation, and other documents as required.
• Handle correspondence, emails, phone calls, and other documents as required.
• Screen and priorities request, appointments, and communications.
• Maintain confidentiality of sensitive company and management information.
• Follow up on tasks, decisions, and instructions given by the Managing Director and provide timely updates.
• Coordinate the Managing Director's travel arrangements, accommodation, transportation, and itineraries when required.
• Maintain an organized filing system for important documents and records.
• Assist with personal administrative tasks related to the Managing Director's official responsibilities.
• Ensure deadlines and important commitments are properly tracked and communicated.

Office Administration:

• Coordinate the smooth running of the MD’s daily office operations.
• Monitor the MD’s office inventory and initiate requests for replenishment when necessary.
• Coordinate visitors, appointments and general activities of the MD’s office.
• Assist with the preparation and coordination of internal meetings and company events.
• Ensure the MD’s office facilities and administrative requirements are properly maintained.

Communication and Coordination:

• Act as a communication link between the Managing Director and employees, clients, suppliers, consultants and other stakeholders.
• Ensure important instructions and information are communicated accurately and promptly.
• Maintain professional communication with internal and external stakeholders.
• Coordinate follow ups between departments and ensure outstanding matters are brought to management's attention.
• Handle sensitive information with professionalism and discretion.

Documentation and Reporting:

• Prepare routine administrative reports and summaries for management.
• Maintain accurate records of meetings, correspondence, expenses, schedules and other relevant information.
• Assist in preparing company documents, letters, memos, presentations and reports.
• Ensure proper filing and easy retrieval of important documents.
• Track outstanding administrative and management tasks and provide regular updates.

General Support:

• Assist management with special projects and assignments as required.
• Conduct research and gather information for the Managing Director when necessary.
• Support the coordination of company activities and initiative.
• Identify administrative challenges and recommend practical solutions.
• Perform other duties assigned by the Managing Director.

Qualifications And Experience

• Bachelor's Degree or HND in Business Administration,  Management, Office Administration, Secretarial studies or a related field.
• 2-4 Years of relevant experience in personal Assistant, Executive Assistant, Administrative officer, Office Administrator or similar roles.
• Experience supporting senior management is an added advantage.
• Proficiency in Microsoft Office suite, particularly World, Excel, PowerPoint, and Outlook,
• Strong written and verbal communication skills.
• Good knowledge of office administration and record-keeping practices.

Required Skills and Competencies:

• ManagementExcellent organizational and time management skills.
• Strong attention to details.
• Excellent communication and interpersonal skills.
• Ability to multitask and manage priorities.
• Professional appearance and conduct.
• Ability to work independently without supervision.
• High level of discretion and confidentiality.
• Strong relationship management skills.
• Good knowledge of administrative procedure and office operations

Personal Attribute:

• The ideal candidate should be:
• Trustworthy and highly confidential.
• Responsible and dependable
• Well organized and disciplined proactive rather than reactive.
• Courteous, professional and approachable.
• Flexible and willing to take initiative.
• Calm and composed under pressure.