Terms of Reference for Personal Assistant to the Executive Director

  1. Position:                           Personal Assistant
  2. Terms of duration:          3 years with possibility for extension
  3. Reporting line:                Administration/HR Officer.
  4. Duty station:                    Thimphu, Bhutan
  5. Primary responsibility:    The primary responsibility of the Personal Assistant is to assist in managing the daily work of the Executive Director and make sure it is completed on time. He/she is also required to shoulder additional responsibilities if required.

 6. Specific duties and responsibilities

  1. The role of the personal Assistant is to support the Executive Director in his/her daily administrative, planning and travel related matters.
  2. Coordinating all appointments of the Executive director.
  3. The Personal Assistant must act as the ED’s first point of contact with people from both inside and outside the organization.
  4. Arranging travel, visas and accommodation and occasionally travelling with the Executive Director to take notes or dictation at meetings or to provide general assistance during presentations.
  5. Screening phone calls, enquiries and requests and handling them when appropriate.
  6. Meetings and greetings at all levels of seniority.
  7. Organizing and maintaining diaries and making appointments.
  8. Dealing with incoming email, faxes and post, often corresponding on behalf of the Executive Director.
  9. Taking notes and minutes.
  10. Organizing and attending meetings and ensuring the Executive Director is well prepared for meetings.
  11. Replying to all the correspondence that comes for the Executive Director and on time
  • Fixing all the appointments the ED has to attend throughout the day and making sure that he/she attends them
  • Briefing the ED on the agenda before every meeting
  • Collecting all the reports on behalf of the management
  • Coordinating with the ED with all divisions.
  • Having a daily schedule prepared for the ED before he/she arrives in office
  • Acting as a bridge between management and employees
  • Coordinating with other assistants
  • 7. Knowledge and experience.

    1. Minimum of Class XII with training in Office Management.
    2. Should have experience in relevant field(s).
    3. Preference will be given to candidates who have undergone computer trainings.
    4. Further qualifications are an added advantage