Executive Personal Assistant

We are seeking a highly organized, proactive, and experienced Executive Personal Assistant to support our senior executive team. The successful candidate will possess exceptional multitasking abilities, keen attention to detail, and the ability to maintain confidentiality. The Executive Personal Assistant will manage a wide range of administrative and personal tasks, ensuring the executive team operates efficiently and effectively.

Key Responsibilities:

1. Administrative Support:

• Manage and maintain executives' schedules, including appointments, meetings, and travel arrangements.
• Screen and direct phone calls, emails, and other correspondence.
• Prepare reports, presentations, and correspondence as needed.
• Organize and maintain filing systems, both electronic and physical.
• Handle expense reports and financial documentation.

1. Meeting Coordination:

• Schedule and coordinate meetings, ensuring all necessary materials are prepared in advance.
• Take detailed minutes during meetings and distribute them promptly.
• Follow up on action items and ensure timely completion.

1. Travel Management:

• Arrange domestic and international travel, including flights, accommodations, transportation, and itineraries.
• Handle travel-related documentation, such as visas and expense reports.
• Ensure seamless travel experiences by anticipating and resolving any issues that may arise.

1. Event Planning:

• Organize and coordinate company events, conferences, and executive retreats.
• Manage event logistics, including venue selection, catering, and guest arrangements.

1. Personal Assistance:

• Provide personal support to executives, such as running errands, managing household tasks, and coordinating family schedules.
• Handle confidential information with discretion and maintain a high level of professionalism.

1. Special Projects:

• Assist with special projects and initiatives as assigned by the executive team.
• Conduct research, compile data, and prepare reports to support decision-making processes.

Qualifications:

• Education: Bachelor’s degree preferred.
• Experience: Minimum of 5 years of experience as a Personal Assistant or Executive Assistant.
• Skills:
• Exceptional organizational and time-management skills.
• Strong written and verbal communication abilities.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
• Ability to work independently and as part of a team.
• High level of discretion and confidentiality.
• Flexibility to work outside regular business hours when needed.

Personal Attributes:

• Professionalism: Presents a polished and professional demeanor.
• Problem-Solving: Ability to anticipate needs and resolve issues proactively.
• Attention to Detail: Meticulous and thorough in completing tasks.
• Interpersonal Skills: Strong interpersonal skills and the ability to build positive relationships with colleagues, clients, and stakeholders.
• Adaptability: Ability to adapt to changing priorities and handle multiple tasks simultaneously.