Personal Assistant / Executive Assistant

Job Summary

The Personal Assistant / Executive Assistant provides administrative, organizational, and coordination support to the President/CEO or assigned executive. The role ensures the efficient management of schedules, communications, meetings, documents, and other responsibilities while maintaining confidentiality and professionalism.

Key Responsibilities

1. Executive Support

• Manage the executive’s calendar, appointments, meetings, and daily schedule.
• Coordinate meeting arrangements, including venues, materials, and attendance.
• Prepare meeting agendas, take minutes, and monitor action items.
• Remind the executive of important deadlines and commitments.

2. Administrative Management

• Prepare, organize, and maintain reports, presentations, correspondence, and other documents.
• Handle incoming and outgoing communications, including emails and phone calls.
• Maintain an organized filing system for important and confidential records.
• Assist in preparing letters, memoranda, and business communications.

3. Coordination and Follow-up

• Coordinate with department heads, employees, clients, and external partners on behalf of the executive.
• Follow up on pending tasks, requests, and commitments.
• Assist in organizing company events, meetings, and business activities.
• Monitor assigned projects and provide updates to the executive.

4. Travel and Logistics

• Arrange business travel, transportation, accommodation, and itineraries.
• Coordinate reservations and other logistical requirements.
• Prepare and organize travel documents and expense reports.

5. Personal Assistance

• Assist with personal appointments and errands related to the executive’s schedule, as authorized.
• Manage personal and business commitments professionally and discreetly.
• Perform other reasonable tasks assigned by the executive.

6. Confidentiality and Professionalism

• Maintain strict confidentiality of company and personal information.
• Exercise sound judgment when handling sensitive matters.
• Represent the executive professionally in all communications and interactions.

Qualifications

• Bachelor’s degree in Business Administration, Office Administration, or a related field is an advantage.
• Proven experience as a Personal Assistant, Executive Assistant, Administrative Assistant, or in a similar role.
• Excellent organizational, time-management, and communication skills.
• Proficient in Microsoft Office or Google Workspace.
• Strong attention to detail and ability to manage multiple tasks.
• Trustworthy, discreet, proactive, and professional.
• Able to work independently and handle changing priorities.