Personal Assistant (225-702)

The role of a Personal Assistant (PA) is pivotal in providing comprehensive support to executives, managers, or specific departments in an organization. As a Personal Assistant, you will be the supporting pillar that ensures the smooth and efficient operation of day-to-day administrative activities. The ideal candidate for this position is adaptable, highly organized, and possesses exceptional communication skills. You will be responsible for managing schedules, coordinating meetings, handling correspondence, and ensuring that the executive's time is used as effectively as possible. This role requires a high degree of professionalism, confidentiality, and discretion, as you will often be privy to sensitive information. Working closely with your executive, you will anticipate requirements, eliminate barriers to productivity, and enable them to focus on strategic functions and decisions without being bogged down by administrative tasks.

Responsibilities

• Manage and maintain the executive's calendar including scheduling appointments and meetings.
• Handle all incoming and outgoing correspondences, ensuring timely responses.
• Coordinate travel arrangements, including booking flights, hotels, and transportation.
• Conduct research and prepare reports, presentations, and briefs for meetings.
• Act as a point of contact between the executive and stakeholders, clients, and staff.
• Organize and maintain records, ensuring they are accurate and accessible when needed.
• Assist in the preparation of documentation and materials for meetings and presentations.
• Attend meetings to record minutes and follow up on action items as required.
• Provide general administrative support including filing, faxing, and photocopying.
• Plan and coordinate events, workshops, or conferences as needed for the department.
• Monitor office supplies and place orders to maintain stocking as needed.
• Handle confidential information with integrity and a high degree of professionalism.

Requirements

• Bachelor’s degree preferred, or equivalent work experience in a similar role.
• Demonstrated ability to manage multiple tasks and meet deadlines efficiently.
• Exceptional organizational skills with strong attention to detail and accuracy.
• Proficient in the use of Microsoft Office Suite, particularly Outlook, Word, and Excel.
• Excellent written and verbal communication skills are essential for the role.
• Ability to handle sensitive information with the utmost confidentiality and discretion.
• Proven problem-solving skills with a proactive approach to anticipating needs.