Executive Personal Assistant

About the job

We are seeking a highly organized, motivated, and proactive Executive/Personal Assistant to provide comprehensive support to the CEO. The ideal candidate will have a minimum of 3 years of experience in a similar role and a proven ability to manage a wide range of administrative and executive tasks. This is a dynamic role that requires excellent communication, time-management, and problem-solving skills, along with a strong ability to maintain confidentiality and handle sensitive matters with discretion.

Key Responsibilities:

Administrative Support:

• Manage the CEO’s calendar, schedule meetings, and coordinate appointments.
• Handle incoming communications including emails, calls, and other inquiries, ensuring timely responses and follow-ups.
• Prepare and organize travel arrangements, including flight bookings, hotel accommodations, and itineraries.
• Assist with preparation of reports, presentations, and correspondence as required.
• Project Coordination:
• Coordinate and follow up on key projects to ensure deadlines are met.
• Prepare meeting agendas and take detailed minutes during executive meetings.
• Assist in the preparation and organization of company events, conferences, or board meetings.
• Personal Assistance:
• Provide personal support to the CEO including managing personal appointments, errands, and special requests.
• Oversee personal tasks like gift purchasing, family coordination, or lifestyle management as needed.

Communication and Liaison:

• Act as a liaison between the CEO and internal/external stakeholders, ensuring effective communication at all levels.
• Screen calls and emails, prioritizing responses and managing information flow efficiently.
• Document Management:
• Organize and maintain confidential files, documents, and records, both digital and physical.
• Prepare and proofread documents, contracts, and presentations with attention to detail and professionalism.

Office Management:

• Coordinate office supplies, and equipment, and ensure the CEO’s workspace is well organized and fully operational.
• Liaise with other departments to ensure smooth office operations.