Personal Assistant
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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.
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