Administrative Secretary/PA

ADVERTISEMENTOrganization:                AIMA Construction Pvt. LimitedPosition Title:               Administrative Secretary/Personal Assistant Location:                          Malé, MaldivesRef:                                      005/08/25Deadline:                          Rolling basisA.    Background:AIMA Construction Company Pvt Ltd is one of the leaders in the Maldivian Construction industry. AIMA has identified the importance of change and evolving itself to the needs of the dynamic business environment. Dating back to the 70s, AIMA set out to continually evolve its management and legal structure distinctly to serve customer's best interest. AIMA has been a persistent pioneer for change in the Maldivian construction industry through introduction of the latest building methods and achieving subsequent customer loyalty. Under the new structure, AIMA has recognized the need for continuous development and strategic vision to sustain its competitiveness and capabilities of taking itself of the desired prospects of the construction industry.B.    Job Summary:The Administrative Secretary and Personal Assistant to the Executive Director plays a pivotal role in ensuring the efficient and effective operation of the Executive Director’s office. This dual-function position combines high-level administrative support with personal assistance, facilitating seamless day-to-day management, communication, and coordination across the organization. This role requires a proactive, highly organized, and discreet individual capable of managing complex schedules, handling confidential information, and acting as a liaison between the Executive Director and both internal and external stakeholders. The position demands exceptional communication skills, attention to detail, and the ability to multitask in a fast-paced environment while maintaining a high level of professionalism.C.    Responsibilities & Tasks:                               I.           Administrative Support-         Serve as the first point of contact for the Executive Director, managing phone calls, emails, correspondence, and inquiries.-         Maintain and manage the Executive Director’s calendar, including scheduling meetings, appointments, and travel arrangements.-         Prepare, proofread, and edit reports, presentations, meeting agendas, and other documentation as required.-         Coordinate logistics for board meetings, executive team meetings, and high-level engagements, including venue booking, materials preparation, and minute-taking.-         Track deadlines, follow-ups, and action items to ensure timely execution of the Executive Director’s priorities.                             II.           Personal Assistance-         Support the Executive Director with personal errands and tasks as required, maintaining a balance between professional and personal duties.-         Handle confidential and sensitive information with the utmost discretion and professionalism.-         Act as a trusted gatekeeper, ensuring the Executive Director’s time is protected and focused on high-priority matters.                          III.           Communication & Liaison-         Serve as a communication bridge between the Executive Director and internal departments, board members, partners, clients, and other external stakeholders.-         Draft and manage correspondence, memos, and official communications on behalf of the Executive Director.-         Organize internal and external communication flows to ensure alignment with organizational priorities and timelines.                          IV.           Office & Project Management-         Assist in the coordination and execution of special projects, initiatives, and strategic objectives led by the Executive Director.-         Maintain and update filing systems (digital and physical), databases, and records to ensure accessibility and compliance.-         Liaise with other administrative and executive staff to ensure consistency in executive support across the organization.D.   Qualifications and Experience:-         Degree in Business Administration, Office Management, or a related field.-         Minimum of 5 years’ experience in a similar administrative or executive support role.-         Excellent verbal and written communication skills in English.-         Proficient in MS Office Suite (Word, Excel, PowerPoint, Outlook).-         Strong organizational, time management, and problem-solving skills.-         Ability to multitask and prioritize effectively in a fast-paced environment.-         Discretion, professionalism, and a strong sense of responsibility.E.    Company benefits:-         Competitive salary -         Food Allowance -         Accommodation will be provided-         Joining Air Ticket-         Annual Leave 30 days after completion of 1 continuous yearF.     How to apply:Send only your CV in PDF format to Andrei.Sausen@aima.com.mv quoting the position title as your subject.