Personal Assistant (225-1015)

The role of a Personal Assistant is crucial in ensuring the seamless functioning of daily activities and administrative tasks for executives, celebrities, or other high-profile individuals. This position demands exceptional organizational skills, discretion, efficiency, and the ability to manage multiple tasks simultaneously. As a gatekeeper and an individual who is often privy to sensitive information, it is imperative that a Personal Assistant maintains a high standard of confidentiality and professionalism. Adaptability and excellent communication skills are essential as they often act as a liaison between the executive and other staff members or external contacts. A Personal Assistant needs to think on their feet and solve problems quickly, ensuring that the principal’s broader work or personal life runs smoothly. As trusted allies, they play an integral role in time management and maintaining flexibility within the principal’s schedule, ensuring strategic priorities are met.

Responsibilities

• Manage and organize the daily schedules, meetings, and appointments for the executive.
• Coordinate and arrange travel itineraries, accommodations, and logistic plans for trips.
• Screen and direct phone calls, and handle correspondence for the executive.
• Plan meetings, conferences, and social gatherings, ensuring all details are accounted for.
• Research and prepare documents, presentations, and reports as required.
• Maintain confidentiality of sensitive information and handle all communication discreetly.
• Assist in managing personal and social commitments alongside professional duties.
• Track and manage expenses, budgets, and related financial documentation accurately.
• Oversee the operation of offices by ordering supplies and managing office equipment.
• Liaise with internal staff at all levels and maintain professional relationships.
• Anticipate the needs of the executive and proactively address potential conflicts.
• Provide support in the negotiation and coordination of contracts and agreements.

Requirements

• Proven work experience as a Personal Assistant or similar role is necessary.
• Excellent verbal and written communication skills are essential.
• Strong organizational and time management skills with attention to detail.
• Advanced proficiency in office management software like MS Office is required.
• Ability to multitask and prioritize tasks effectively in a fast-paced environment.
• Discretion and confidentiality in handling sensitive and secret information.
• A high level of initiative, motivation, and a proactive work ethic.