Personal Assistant to Director (Export/Import, Commodities)
Key Responsibilities:
1. Administrative Support:
- Manage the director's calendar, scheduling meetings and appointments related to export/import operations.
- Organize and maintain documentation, records, contracts and trade agreements.
- Prepare and edit reports, presentations, and correspondence related to operational performance and market conditions.
2. Communication:
- Act as the primary point of contact for communication with third parties.
- Screen calls and emails, prioritizing messages from key stakeholders.
- Draft and manage communications regarding shipments, quality control, and operational updates.
3. Meeting Coordination:
- Organize meetings with third parties, ensuring all logistical details are arranged.
- Prepare meeting agendas and take minutes, documenting decisions and action items.
4. Negotiation and Representation:
- Represent the director/CEO in negotiations with third parties, ensuring the organization's interests are upheld.
- Prepare for negotiations by conducting research and developing strategies to achieve favourable outcomes.
- Strategize for expansion into the Central and South American market.
5. Market Research and Analysis:
- Conduct research on market trends, pricing, and regulations related to the commodities.
- Assist in compiling reports on supply chain performance and quality assessments.
- Building a foundation for operations in the new markets.
6. Quality Control:
- Collaborate with the directors to establish quality control measures for the commodities.
- Travel as needed to inspect commodity quality at supplier locations, ensuring compliance with standards.
7. Project Management:
- Assist in managing projects related to import/export operations, tracking progress and deadlines.
- Coordinate with various departments (e.g., logistics, compliance) to ensure smooth operations.
- Develope market entry plan.
8. Confidentiality and Discretion:
- Handle sensitive information regarding contracts, pricing, and relationships with third parties with discretion.
Qualifications:
1. Education: Master degree
2. Experience: Prior experience as a personal assistant or executive assistant in export/import, with specific knowledge of commodities.
3. Skills:
- Strong understanding of export/import processes and regulations.
- Familiarity with natural resources and quality assessment standards.
- Excellent negotiation and communication skills, particularly for engaging with third parties.
- Proficiency in office software (e.g., MS Office Suite) and relevant trade management software.
Personal Attributes:
- Strong attention to detail, particularly in documentation and quality control processes.
- Professional demeanor with the ability to work independently and prioritize tasks.
- Willingness to travel frequently to inspect and meet with stakeholders.
