About the Role
Our client is looking for a professional Personal Assistant who will provide high-level administrative, organizational, and coordination support to the Executive, ensuring the effective management of schedules, correspondence, meetings, documentation, travel arrangements, and day-to-day priorities.
The successful candidate must be highly organized, discreet, proactive, and capable of managing multiple priorities in a fast-paced environment while maintaining a high level of professionalism and confidentiality
Key Responsibilities
Executive Support
- Manage the Executive’s calendar, appointments, meetings and daily schedule.
- Coordinate meetings, prepare agendas and ensure timely follow-up on action points.
- Manage correspondence, emails, calls and other communications on behalf of the Executive.
- Prepare, review and organize reports, presentations, documents and briefing materials.
- Follow up on assignments and commitments to ensure timely completion.
- Assist the Executive in prioritizing tasks and managing competing demands.
Administration and Coordination
- Maintain organized physical and electronic records and confidential documents.
- Coordinate office, personal and business-related administrative requirements as assigned.
- Arrange meetings, appointments, travel, accommodation and other logistical requirements.
- Coordinate with internal departments, clients, service providers and other stakeholders on behalf of the Executive.
- Monitor deadlines and ensure important tasks and commitments are followed up appropriately.
Communication and Stakeholder Management
- Serve as a professional point of contact between the Executive and internal and external stakeholders.
- Receive and respond to routine enquiries on behalf of the Executive.
- Build and maintain professional relationships with clients, partners, suppliers and other stakeholders.
- Exercise discretion and sound judgement when handling sensitive or confidential information.
Research and Reporting
- Conduct research and gather information as required by the Executive.
- Prepare summaries, reports, presentations and other documents to support decision-making.
- Track and follow up on key assignments, projects and action points.
- Provide timely updates to the Executive on outstanding matters and priorities.
General Support
- Anticipate the Executive’s needs and proactively address administrative requirements.
- Support the Executive with special projects and other assignments as required.
- Perform other reasonable duties consistent with the role and the needs of the Executive.
Job Requirements
The following are mandatory requirements:
- Master’s degree from a recognized institution.
- Bachelor’s degree in a Science-related discipline from a recognized institution.
- A minimum of five (5) years’ proven experience working in a Personal Assistant role, preferably supporting a senior executive or business leader.
- Demonstrated experience managing executive schedules, correspondence, meetings, travel and confidential information.
- Strong experience in coordinating multiple priorities and following up on assignments to completion.
Candidates who do not meet the above mandatory academic and experience requirements will not be considered.
Key Skills and Competencies
The successful candidate should demonstrate:
- Excellent organisational and time-management skills.
- Strong written and verbal communication skills.
- High attention to detail and accuracy.
- Excellent diary, meeting and task management abilities.
- Strong follow-up and coordination skills.
- Ability to anticipate needs and work proactively.
- Strong interpersonal and stakeholder management skills.
- Ability to handle confidential and sensitive information with discretion.
- Good research, analytical and problem-solving abilities.
- Ability to work independently and manage competing priorities.
- Proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint and Outlook.
- High levels of professionalism, maturity, integrity and discretion.