Personal Assistant (225-1013)

A Personal Assistant plays a vital role in ensuring the smooth operation of an executive’s day-to-day activities. This position involves managing schedules, arranging meetings, preparing and editing correspondence, and handling diverse administrative tasks. The Personal Assistant fosters efficiency by managing the personal and professional life of the executive, facilitating communication, coordinating events, and sometimes even acting on behalf of the executive in certain situations. This role demands a high level of responsibility, discretion, and the ability to anticipate needs, solve problems, and adapt quickly to change. As a Personal Assistant, you will function as the right hand to the executive, supporting them in maximizing their productivity and ensuring all tasks are performed to the highest standard.

Responsibilities

• Manage the executive’s calendar to arrange appointments, meetings, and calls efficiently.
• Coordinate travel arrangements including booking flights, accommodations, and logistics.
• Assist with meeting preparations, including agenda creation and circulation of materials.
• Conduct research and compile data to prepare documents and reports for the executive.
• Act as the point of contact for internal and external clients and stakeholders.
• Handle all incoming and outgoing correspondence, ensuring timely responses and actions.
• Organize and maintain an efficient filing system for easy retrieval of documents.
• Attend meetings and take accurate minutes for future reference and action items.
• Monitor and prioritize daily emails and communications, responding on behalf of the executive when necessary.
• Implement and maintain office procedures to optimize operational efficiency.
• Provide administrative support for special projects as required by the executive.
• Manage personal tasks for the executive, including bills, reservations, and appointments.

Requirements

• Proven experience as a Personal Assistant or in a similar administrative role.
• Excellent organizational and time-management skills to handle multiple tasks efficiently.
• Strong verbal and written communication skills for effective correspondence.
• Proficiency in Microsoft Office Suite and other relevant software applications.
• High degree of discretion and confidentiality in handling sensitive information.
• Ability to work independently and take initiative when necessary.
• Strong problem-solving skills and the ability to adapt to changing priorities.