Personal Assistant

Job Purpose

We are seeking a highly organized, proactive, and discreet Personal Assistant to provide comprehensive administrative and executive support to senior leadership. The role requires strong coordination skills, attention to detail, and the ability to manage multiple priorities in a fast-paced environment while maintaining professionalism and confidentiality.

Key Responsibilities

Executive Support

• Manage and maintain the executive’s calendar, including scheduling meetings, appointments, and travel arrangements.
• Coordinate internal and external meetings, including preparation of agendas, minutes, and follow-ups.
• Screen calls, emails, and correspondence, prioritising and responding where appropriate.
• Act as the first point of contact on behalf of the executive.

 Administrative & Office Coordination

• Prepare reports, presentations, and documents for meetings and business reviews.
• Maintain organized filing systems (physical and digital) for easy retrieval of information.
• Track tasks, deadlines, and key deliverables to ensure timely execution.
• Support general office coordination and administrative activities.

Communication & Stakeholder Management

• Liaise with internal teams, clients, suppliers, and external stakeholders professionally.
• Ensure smooth communication flow between the executive and various departments.
• Follow up on action points from meetings and ensure closure.

Travel & Logistics Management

• Arrange domestic and international travel, including flights, accommodation, and itineraries.
• Prepare travel briefs and ensure all logistics are handled efficiently.
• Manage expense tracking and reconciliation related to travel and meetings.

Confidentiality & Discretion

• Handle sensitive information with the highest level of confidentiality and integrity.
• Maintain professionalism in all interactions and communications.

Operational Support

• Assist in coordinating projects and special assignments as directed.
• Support leadership in tracking business priorities and operational initiatives.
• Provide ad-hoc support to ensure smooth day-to-day operations.

Requirements

Qualifications & Experience

• Bachelor’s degree in Business Administration or a related field.
• Minimum 3–5 years’ experience as a Personal Assistant or Executive Assistant.
• Experience supporting senior executives in a corporate or fast-paced environment.

Key Skills & Competencies

• Strong organizational and time management skills
• Excellent written and verbal communication skills
• High level of professionalism and confidentiality
• Strong attention to detail and accuracy
• Ability to multitask and prioritise effectively
• Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook)
• Strong interpersonal and stakeholder management skills

Preferred Attributes

• Proactive and solution-oriented mindset
• Ability to work independently with minimal supervision
• Strong sense of ownership and accountability
• Adaptability in a dynamic business environment