Personal Assistant (225-728)

The role of the Personal Assistant is pivotal in ensuring the seamless functioning of an organization or the life of an executive. As a Personal Assistant, you'll be entrusted with managing various tasks that range from organizational duties, scheduling, communication, administrative functions, and more. You will often serve as the first point of contact, effectively managing communication and correspondence. The right candidate for this position will be someone who possesses exceptional organizational skills, the ability to multitask, and an astute understanding of personal and professional boundaries. You will work closely with your employer to ensure their schedule is clearly mapped, deadlines are met, and obligations are fulfilled. Your discretion and professionalism will be of utmost importance as you handle sensitive information and represent the reputation of your employer or organization.

Responsibilities

• Manage and organize the executive’s calendar, meetings, and appointments efficiently.
• Coordinate travel arrangements, including booking flights, accommodations, and itineraries.
• Handle correspondence including emails, phone calls, and mail on behalf of the executive.
• Assist in the preparation of reports, presentations, and other necessary documents.
• Handle confidential information with the utmost discretion and professionalism.
• Serve as a liaison between the executive and other staff members or external contacts.
• Organize and maintain office systems including data management and filing.
• Plan and coordinate events, luncheons, and meetings as required by the executive.
• Assist with personal errands and tasks to support the executive’s work-life balance.
• Monitor and respond to incoming communications as directed by the executive.
• Prepare agendas, briefings, and background documents for meetings and conferences.
• Conduct research and compile data to assist in decision-making and task execution.

Requirements

• Previous experience as a Personal Assistant or in a related administrative role.
• Exceptional time management and organizational skills are required.
• Proficiency in office software including Microsoft Office Suite and scheduling tools.
• Strong communication skills both written and verbal are essential.
• Ability to handle sensitive information with a high degree of confidentiality.
• Flexibility to adapt to changing priorities and various tasks efficiently.
• Professional demeanor and ability to represent the executive in their absence.