JOB DESCRIPTION: We are seeking a highly organized, proactive, and compassionate Personal Assistant / Executive Assistant to provide high-level support to Director. This role is multifaceted and involves not only traditional administrative duties like schedule coordination, travel arrangements, and document preparation, but also providing assistance with physical challenges, such as helping with navigation and reading documents. The ideal candidate will have strong interpersonal skills, attention to detail, and the ability to manage both personal and professional responsibilities efficiently and effectively.KEY RESPONSIBILITIES: 1.Administrative Support: Manage the executive’s calendar, including scheduling and coordinating meetings, appointments, and travel arrangements. Prioritize and manage incoming correspondence, including emails, phone calls, and mail. Handle confidential and sensitive information with discretion and professionalism. Assist with personal tasks as needed to help streamline daily activities. 2.Follow-up on Work: Track ongoing projects and tasks, following up with relevant parties to ensure deadlines are met. Maintain a to-do list for the executive, ensuring timely completion of both personal and work-related tasks. Coordinate with internal teams and external partners to keep work moving smoothly. 3.Travel and Event Coordination: Plan and organize domestic and international travel itineraries, including flights, hotels, and transportation. Coordinate logistics for meetings, conferences, and business events, ensuring all details are in place. Prepare travel documents, including itineraries, accommodation details, and expense reports. 4.Physical Assistance: Assist the executive with navigation, both within the office and during travel, ensuring ease of movement and comfort. Read out documents, emails, and other materials when required, ensuring that all information is clearly communicated. Provide assistance in accessing physical spaces, helping to guide through events or meetings, as needed. Help with managing any necessary mobility aids or tools during day-to-day activities. munication and Liaison: Act as the primary point of contact between the executive and other team members, clients, and business partners. Screen phone calls, manage inquiries, and respond on behalf of the executive as appropriate. Prepare and review communication materials, including emails, reports, and presentations, ensuring clarity and accuracy. 6.Office Management: Maintain office supplies, equipment, and other materials needed for daily operations. Assist with document management, filing, and organizing of physical and electronic files. Ensure the smooth operation of the office environment, addressing any administrative issues as they arise. 7.Personal Finances Management: Assist in managing personal finances, including tracking expenses, payments, and ensuring bills are paid on time. Prepare monthly or quarterly reports on personal financial status, providing updates to the executive. Organize and store important financial documents, such as tax forms, investment records, and receipts. Help with budgeting or financial planning tasks as required. SKILLS AND QUALIFICATIONS: Education:Bachelor's degree or equivalent experience preferred. Experience: Minimum of 1 year of experience as a Personal Assistant, Executive Assistant, or in a similar administrative role. Proven experience in managing executive-level calendars, travel, personal finances, and tasks efficiently. Skills: Exceptional organizational and time-management skills, with the ability to multitask and prioritize. Strong written and verbal communication skills in English Proficient in Microsoft Office Experience with Co-ordination, Accounting and HR activities Comfortable with project management tools or task management software Excellent problem-solving skills, with the ability to anticipate needs and take initiative. Ability to assist with physical challenges , such as helping with navigation, reading out documents, and providing mobility support as needed.
Job Title
Personal Assistant