Personal Assistant

Job Purpose:

The Personal Assistant (PA) to the CEO will provide high-level, confidential administrative support to the Chief Executive Officer. The role requires exceptional organizational skills, attention to detail, the ability to manage complex schedules, and a deep understanding of the company's priorities. The PA will act as a trusted gatekeeper, ensuring the CEO’s time is optimized and enabling them to focus on critical business decisions.

Job Responsibility:

1. Calendar and Schedule Management:

• Efficiently manage the CEO’s daily and long-term calendar, prioritizing and coordinating meetings, appointments, and travel.
• Proactively adjust schedules as priorities shift, ensuring smooth transitions between commitments.
• Ensure CEO is well-prepared for meetings with necessary information, agendas, and materials.

2. Communication Management:

• Act as the primary point of contact for the CEO, handling all communications with discretion and professionalism.
• Filter, respond to, and prioritize emails, calls, and messages, directing them to the appropriate departments when necessary.
• Draft and manage communications on behalf of the CEO.

3. Travel and Logistics:

• Arrange and manage all aspects of the CEO’s travel, including flight bookings, accommodations, and itineraries.
• Prepare travel briefs and ensure all necessary documents (visas, presentations, etc.) are in order.
• Anticipate and resolve travel issues or last-minute changes.

4. Meeting Preparation and Follow-Up:

• Schedule, coordinate, and attend key meetings, take detailed minutes, and distribute action items as needed.
• Follow up on action items and ensure the CEO is updated on their progress.
• Prepare agendas and provide briefing documents prior to meetings.

5. Document and Report Management:

• Prepare and format documents, reports, presentations, and correspondence for the CEO.
• Conduct research and compile data to provide key insights that assist the CEO in decision-making.

6. Project Coordination:

• Assist with the coordination of special projects, ensuring deadlines are met and keeping the CEO informed of progress.
• Collaborate with different departments to track the progress of high-priority initiatives.

7. Personal Assistance:

• Handle personal tasks as needed, such as coordinating family travel, managing personal appointments, and assisting with personal errands.

Key Requirements:

• Bachelor’s degree preferred but not required. Equivalent professional experience will be considered.
• Minimum of 5 years of experience as a Personal Assistant, ideally at the C-suite level.
• Technical Skills: Proficient with Microsoft Office Suite (Word, Excel, PowerPoint), Google Workspace, and task management tools (e.g., Asana, Trello).
• Time Zone Flexibility: Willingness to accommodate different time zones and occasional after-hours support.
• Travel: Ability to accompany the CEO on business trips as required.
• Exceptional Organizational Skills: Ability to juggle multiple tasks and priorities with ease.
• Discretion and Confidentiality: Able to handle sensitive information with the utmost confidentiality.
• Communication: Excellent verbal and written communication skills.
• Time Management: Strong ability to manage both the CEO’s time and your own.
• Proactivity: Anticipates needs and takes initiative without waiting for instructions.
• Problem-Solving: Skilled at handling unforeseen challenges with a solutions-oriented mindset.
• Flexibility: Ability to adapt to changing circumstances and last-minute requests.