Executive Personal Assistant

PipeCare Group of companies has been helping the customers ensure the integrity of their pipeline and facility assets for over 20 years. PipeCare Group is looking for an experienced Executive Personal Assistant to provide executive and business support to the Chairman.

Job Description:

Reporting directly to the Chairman, the Executive Personal Assistant provides executive and administrative support while taking an active role in coordinating the Chairman’s business activities. The role requires managing multiple priorities, coordinating directly with management and external parties, following up on the Chairman’s instructions and deadlines, and taking ownership of assigned matters through to completion.

If you are a professional who thinks ahead, understands quickly, takes initiative, and knows how to get things done, this is the right role for you. This position will suit an energetic, responsible, and resourceful professional who enjoys a varied role, works confidently and independently, and takes real ownership of their work.

Roles and Responsibilities

• Manage and organize the Chairman’s calendar, appointments, priorities, and schedule.

• Organize complex international travel, including flights, accommodation, transportation, itineraries, meetings, and required travel documentation.

• Prepare meeting agendas, presentations, reports, correspondence, briefing materials, and supporting documentation.

• Manage incoming communications and requests addressed to the Chairman, identify priorities, obtain necessary information, and coordinate the appropriate action or response.

• Track the Chairman’s instructions, commitments, action points, and deadlines, and follow up with responsible parties to ensure timely execution.

• Coordinate with senior management and internal departments on matters requiring the Chairman’s attention or involvement.

• Communicate with external stakeholders, including Board members, clients, business partners, advisers, and other senior-level contacts.

• Draft, edit, and format executive correspondence, emails, presentations, reports, and other business communications.

• Maintain the Chairman’s contacts, records, documents, and relevant business information.

• Organize executive meetings and business visits, ensuring the necessary arrangements are in place.

• Handle sensitive and confidential business matters with professional discretion.

• Support special assignments from the Chairman and coordinate their execution.

Qualification Requirements:

• Excellent written and spoken English, with strong business writing and communication skills.

• Strong organizational and time-management skills with excellent attention to detail.

• Ability to effectively use AI tools and task management systems to organize work, manage priorities, track progress, and achieve assigned goals.

• Sound judgement and the ability to identify priorities and respond effectively to changing requirements.

• Confident and professional communication skills when dealing with senior management and external stakeholders.

• Proactive and solution-oriented approach, with the ability to anticipate requirements and address issues effectively.

• Ability to perform effectively in a fast-paced, demanding, and international business environment.

Education and Experience Requirements

• Bachelor’s degree is required; Master’s degree or relevant postgraduate qualification will be considered a strong advantage.

• Minimum of 5 years of relevant experience supporting a Chairman, CEO, C-level executive, business owner, or other senior executive.

• Experience within an international, engineering, industrial, or project-driven organization will be considered an advantage.

• Advanced proficiency in Microsoft Outlook, Word, Excel, PowerPoint, Teams, and Adobe Acrobat.

• Proven experience organizing complex international travel and executive-level meetings.

• Flexibility to work outside standard business hours when required by executive schedules, international operations, travel, or urgent business matters.