Executive Personal Assistant

Role Purpose & Context:

Executive Personal Assistant will be responsible to provide comprehensive support to the C-Suite Level. The ideal candidate will manage a variety of tasks, ranging from administrative and personal assistance to coordination of high-level meetings, travel arrangements, and project management.

The Executive Personal Assistant must be capable of maintaining confidentiality and handling sensitive information, while providing excellent service to internal and external stakeholders.

Role Accountabilities:

Key Responsibilities :

Administrative Support:

• Manage the executive's calendar, scheduling appointments, meetings, and travel arrangements.
• Handle phone calls, emails, and correspondence on behalf of the executive, ensuring timely responses and appropriate follow-up.
• Prepare and organize necessary documents, reports, and presentations for meetings and conferences.
• Assist with the preparation and coordination of executive meetings, including taking meeting minutes and tracking action items.

Travel Management:

• Plan and organize complex travel itineraries, including flight bookings, hotel reservations, and ground transportation.
• Ensure all travel arrangements are aligned with the executive's preferences and business needs.
• Provide support with travel-related issues and logistics during the trip.

Project Management and Coordination:

• Assist in managing projects by tracking progress, coordinating resources, and ensuring deadlines are met.
• Collaborate with different departments to streamline workflows and ensure timely completion of tasks.
• Create and maintain project timelines, action plans, and reports.

Personal Assistance:

• Handle personal errands and tasks for the executive as needed (e.g., booking appointments, arranging personal travel, managing family events).
• Manage personal finances, including processing reimbursements, preparing expense reports, and handling related administrative duties.

Confidentiality and Professionalism:

• Maintain a high level of confidentiality regarding sensitive information, including business and personal matters.
• Exercise discretion and professionalism in all communications and interactions.

Client and Stakeholder Relations:

• Act as the primary point of contact between the executive and external clients, stakeholders, and partners.
• Build and maintain positive relationships with clients, suppliers, and other key contacts.
• Assist in preparing client-facing materials and presentations, ensuring alignment with executive expectations.

Other Duties as Assigned:

• Perform any other duties or tasks as assigned by the executive, as needed to facilitate smooth daily operations.

Role Key Performance Indicators:

(Please highlight the main KPIs for this role in the context of the Department’s activities)

• Task Completion Rate
• Time Management Efficiency
• Travel Arrangement Accuracy
• Client/Stakeholder Satisfaction
• Confidentiality Compliance
• Problem Resolution Time

Experience, Skills & Qualification Required:

Minimum Experience & Skills

Minimum of 5 years of experience as a Personal Assistant, Executive Assistant, or similar role, ideally supporting C-level executives

Previous experience working with executive management team

Minimum Qualifications

Bachelor’s degree in Business Administration, Management, or a related field preferred