Personal Assistant (225-916)

As a Personal Assistant, you will be at the core of operations, providing essential support to executives or individuals by managing their schedules, communication, and daily administrative tasks. This role requires a high level of organization, attention to detail, and the ability to handle confidential information with discretion. You will be expected to act as a gatekeeper, prioritize executive tasks, manage diary and travel arrangements, and support decision-making processes to increase efficiency and productivity. A proactive nature and strong communication skills are essential, as you'll be responsible for managing complex scheduling and liaising with internal and external stakeholders, ensuring smooth operation of executive activities.

Responsibilities

• Coordinate and maintain schedules and appointments for the executive or individual.
• Manage and organize meetings, conferences, and business events effectively.
• Handle travel arrangements including flights, accommodation, and itineraries.
• Screen and respond to incoming correspondence and communications appropriately.
• Prepare reports, presentations, and other documents as required by the executive.
• Maintain confidentiality and handle sensitive information with discretion and professionalism.
• Coordinate with internal departments and stakeholders to ensure tasks are completed on time.
• Anticipate the needs of the executive and plan ahead to accommodate those needs.
• Perform research and handle special projects as assigned, providing timely updates.
• Manage filing systems and ensure all records are up to date and accessible.
• Assist in the personal tasks of the executive to ensure a balanced work-life environment.
• Handle ad hoc responsibilities and tasks as requested by the executive or department.

Requirements

• Proven work experience as a Personal Assistant, Secretary, or similar role.
• Excellent organizational and time management skills are crucial for success.
• Strong written and verbal communication abilities to manage diverse communications.
• Proficiency in MS Office Suite and familiarity with office gadgets and applications.
• Ability to multitask and prioritize daily workload efficiently and independently.
• Discretion and confidentiality are paramount for handling sensitive information.
• Flexibility to work outside of standard hours when necessary to accommodate needs.