Personal Assistant (225-921)

A Personal Assistant is a versatile and highly organized professional responsible for managing the schedules and communications of key executives or high-level managers. They serve as the primary point of contact between executives and other internal or external associates. The role involves handling a wide range of administrative and support-related tasks, enabling senior management to focus on their core responsibilities. An effective Personal Assistant is adept at multitasking, maintaining confidentiality, and anticipating the needs of their employer. They often facilitate seamless communication, ensure that meetings are productive, and contribute to the efficient operation of the executive's office by arranging travel and accommodations, and organizing events. High adaptability, excellent problem-solving skills, and the ability to work under pressure are crucial for success in this role.

Responsibilities

• Manage executive calendars, including scheduling appointments, meetings, and travel arrangements.
• Screen and prioritize emails, phone calls, and other forms of communication for executives.
• Coordinate and plan conferences, meetings, events, and business travel as needed.
• Conduct research, assemble data, and prepare reports or presentations as required.
• Handle confidential information and ensure it is secure and managed appropriately.
• Assist with the preparation and drafting of correspondence and various other documents.
• Maintain office supplies inventory and anticipate the needs of the executives.
• Liaise with internal and external stakeholders, including clients and board members.
• Organize and maintain office filing systems for efficient retrieval and reference.
• Monitor and process expense reports, invoices, and reimbursements efficiently.
• Support project administration and tasks associated with ad hoc assignments.
• Ensure all logistical aspects of executive meetings are managed effectively.

Requirements

• Proven experience as a Personal Assistant or Executive Assistant for executives.
• Exceptional organizational and time-management skills are essential for this role.
• Outstanding written and verbal communication skills, including strong grammar.
• Proficiency with office software, including MS Office Suite, is required.
• Discretion and confidentiality in handling sensitive information are imperative.
• Ability to work under pressure and manage conflicting priorities efficiently.
• A proactive approach and ability to anticipate the needs of executives.