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Job vacancy: Personal Assistant

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Personal Assistant to the Dean of the Cathedral
Deadline: 21 June 2013

Location: Harare

To provide an efficient and responsive administrative, organizational, and logistical service to the Dean, helping him to manage and prioritize his time.

Main Responsibilities/Key Duties
-Manage and maintain the Dean’s diary and email account
-Filter emails, highlight urgent correspondence and print attachments
-Ensure busy diary commitments, papers, and travel arrangements are managed effectively including producing a daily folder with diary, necessary papers, etc. and troubleshooting problems
-Conduct weekly diary meetings with the Dean to discuss upcoming engagements, invitations and other requests
-Schedule on behalf of the Dean meetings between him and clergy, churchwardens, council and staff
-Filter general information, queries, phone calls and invitations to the Dean
-Keep and maintain an accurate record of papers and electronic correspondence on behalf of the Dean
-Prepare correspondence on behalf of the Dean, including the drafting of general replies
-Minute general meetings as required by the Dean
-Ensure visitors meeting with the Dean are well taken care of

Qualifications, Experience, Knowledge & Skills

-Demonstrable experience in an administration/executive assistant/PA role in a highly pressurised environment requiring tact, judgment and discretion in handling internal and external contacts (essential)
-Experience of diary management (essential)
-Experience of successfully working with senior management (essential)
-Public office experience, for example, in a church/parish office would be an advantage (desirable).

-Must be proficient with the keyboard and IT applications
-Expert level in the use of Outlook
-Intermediate level in the use of Word, Excel and PowerPoint

Skills (all essential)
-Excellent organisational skills, ability to multi-task and organise others
-Excellent oral and written communication skills and ability to professionally represent the Dean’s office
-Ability to work under pressure and be flexible as part of a small team
-Attention to detail and deadlines
-Ability to filter information and assess priorities
-Ability to develop and maintain good working relationships at all levels, including during difficult or challenging circumstances
-Ability to prioritise and manage own workload amid conflicting demands and busy work periods
-Ability to think ahead and anticipate needs before they arise
-Ability to exercise discretion in dealing with confidential or sensitive matters
-Confident and able to work on own initiative and with limited supervision

Please send applications to: sjchibaya [at] gmail [dot] com and mutamiri68 [at] gmail [dot] com

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