Personal Assistant

Job Description:

Job Summary

We are looking for an organized, proactive, and reliable Personal Assistant. The ideal candidate will manage day-to-day tasks, handle confidential information with discretion, and ensure smooth operations to enhance productivity and efficiency.

Key Responsibilities

• Calendar and Schedule Management

  • Manage the executive’s calendar, scheduling meetings, appointments, and travel arrangements.
  • Organize and prioritize time-sensitive matters and ensure optimal time management.
  • Anticipate needs and prepare relevant materials ahead of meetings and appointments.

• Communication and Correspondence

  • Serve as a primary point of contact between the executive and internal/external stakeholders.
  • Screen calls, emails, and inquiries, responding when appropriate and forwarding critical messages.
  • Draft, edit, and proofread emails, letters, and other documents as requested.

• Travel Arrangements

  • Organize domestic and international travel plans, including flights, accommodations, and ground transportation.
  • Prepare itineraries and ensure all necessary travel documents are organized and up-to-date.
  • Assist with expense reports and maintain records of travel and expenses.

• Administrative Support

  • Manage confidential files and sensitive information with discretion and professionalism.
  • Conduct research, compile reports, and prepare presentations for meetings and special projects.
  • Handle personal errands and other miscellaneous tasks as needed to support the executive.

• Meeting Coordination and Support

  • Coordinate meeting logistics, including arranging venues, preparing agendas, and taking minutes.
  • Follow up on action items and ensure tasks are completed as agreed upon.
  • Assist in organizing and coordinating events, including offsite meetings, luncheons, and networking functions.

Qualifications

• Proven experience as a Personal Assistant, Executive Assistant, or in a similar administrative role.
• Excellent organizational and time-management skills, with the ability to multitask effectively.
• Strong written and verbal communication skills.
• Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with calendar management tools.
• Ability to handle sensitive information with integrity and discretion.
• Strong interpersonal skills and a positive, professional demeanor.