March 2016 An Indigenous Dredging and Shipping Company needs a Personal Assistant to MD

Job Title:   Personal Assistant To Managing Director

Job Description

  • As personal assistant to the MD you will be working closely with the MD on a daily basis, providing administrative support, on a one-to-one basis.
  • Your job will be to manage the MD’s daily itinerary and perform other secretarial and administrative tasks.
  • MD will be relying heavily on you, trusting that work will be handled efficiently in his absence.
  • Discretion and confidentiality are therefore essential attributes you must display in all your activities.
  • You will need extensive knowledge of the organisation, including the company’s aims and objectives.
  • You will be expected to know names, numbers and context for all the major clients, suppliers and artisans that MD works with.


  • You will often act as MD ‘s first point of contact with people from both inside and outside the organisation.

Typical Work Activities Include:

  • Screening telephone calls, enquiries and requests, and handling them when appropriate;
  • Meeting and greeting visitors at all levels of seniority;
  • Cordination of contractors for the Company
  • Deputizing for MD, making decisions and delegating work to others in his absence;
  • Devising and maintaining office systems, including data management, filing, etc.;
  • Arranging travel and accommodation and, occasionally, travelling with MD if necessary;
  • Attend meetings and generate minutes of the meeting.
  • In addition to supporting MD, you will also have your own personal workload and responsibilities.
  • Organising and maintaining diaries and making appointments;
  • Dealing with incoming email, faxes and post, often handling correspondence on behalf of MD;
  • Carrying out background research and presenting findings;
  • Producing documents, briefing papers, reports and presentations;
  • Organizing and attending meetings and ensuring MD is well-prepared for meetings;
  • Liaising with clients, suppliers and other staff;

The Scope of the PA’s role can be extensive and additional duties may include:

  • Carrying out specific projects and research;
  • Business development/Marketing
  • Responsibility for accounts and budgets;
  • Taking on some of MD’s responsibilities and working more closely with management;
  • Being involved in decision-making processes

Some of the more practical tasks you will carry out include:

  • Ensuring the office is cleaned, AC on and daily schedule on the desk before the time MD gets to the office
  • Note of other important dates and events in the calendar
  • Finding out important events and functions MD should be aware of and may want to attend including meetings, outings, exhibitions and conferences (both local and international)
  • Ensuring that MD’s phone bill is paid on time
  • Taking note of birthdays of clients, staff, family, friends and other important contacts (organizing for gifts and cards to be sent out)


  • A B.Sc./HND graduate with a minimum of two years working experience in a similar role.

How to Apply

Applicants should send their Application letters and CVs to and