A Personal Assistant is responsible for providing high-level administrative, organizational, and logistical support to an executive or individual. The role involves managing schedules, coordinating travel, handling correspondence, and ensuring day-to-day activities run smoothly. The ideal candidate is highly organized, proactive, and discreet, with excellent communication and multitasking skills.
- Maintain and update the executive’s calendar, including arranging appointments, meetings, and events.
- Send timely reminders, create agendas, and ensure the executive is well-prepared for all engagements.
- Coordinate domestic and international travel itineraries, including flights, accommodation, and transportation.
- Manage travel budgets, expense reports, and reimbursements.
- Anticipate potential travel-related issues and resolve them swiftly.
- Handle phone calls, emails, and mail; screen and prioritize messages.
- Draft, review, and format documents, reports, and presentations.
- Take meeting minutes, ensuring accurate record-keeping and timely follow-up on action items.
- Maintain up-to-date contact lists, filing systems, and other confidential documents.
- Prepare meeting rooms, coordinate catering, and manage other event logistics.
- Manage office supplies, process invoices, and maintain general office organization.
- Assist with special projects, research, and data analysis as requested.
- Manage timelines, track deliverables, and follow up on progress.
- Handle personal errands, such as scheduling medical appointments and personal events.
- Organize personal files, purchases, and assist with household management tasks when necessary.
- Coordinate family engagements, travel, or other personal commitments as needed.
- Develop and maintain positive relationships with internal and external stakeholders, acting as a key point of contact.
- Communicate professionally on behalf of the executive, upholding the organization’s standards and reputation.
- Uphold strict confidentiality regarding all personal, financial, and business matters.
- Exercise sound judgment when making decisions, prioritizing tasks, and handling sensitive information.
- Proven experience as a Personal Assistant, Executive Assistant, or similar role.
- Proficiency in Microsoft Office and calendar management tools like Google Calendar or Outlook.
- Familiarity with project management or travel booking tools is a plus.
- Exceptional written and verbal communication skills; additional language skills are an advantage.
- Strong attention to detail, ability to multitask, and excellent time-management skills.
- Professional demeanor, proactive attitude, and ability to adapt to changing priorities.
- Willingness to work outside standard hours when necessary and travel occasionally if required.
- Ability to anticipate issues, troubleshoot challenges, and propose effective solutions.
- Readiness to pivot between tasks quickly and adjust to last-minute changes.
- Strong sense of discretion and integrity when dealing with sensitive matters.
- Ability to build and maintain positive relationships with stakeholders and proactively manage the executive’s needs.
