We are seeking a highly experienced, proactive, and exceptionally organised Personal Assistant to provide high-level administrative, executive, and operational support to the Chief Executive Officer (CEO).
The successful candidate will be responsible for managing the CEO's schedule, coordinating meetings and travel arrangements, handling confidential information, preparing correspondence and reports, and ensuring the efficient management of the CEO's daily activities. The ideal candidate must demonstrate exceptional discretion, sound judgement, strong communication skills, and the ability to anticipate the CEO's needs in a fast-paced, high-pressure environment.
Key Responsibilities
Executive Calendar Management: Manage the CEO's calendar, appointments, meetings, and engagements, ensuring effective prioritisation of competing demands.
Meeting Coordination: Organise internal and external meetings, prepare agendas, compile briefing materials, record minutes where required, and follow up on action points.
Correspondence Management: Screen, prioritise, and respond to emails, phone calls, and other communications on behalf of the CEO when authorised.
Travel and Logistics: Coordinate domestic and international travel arrangements, including flights, accommodation, transportation, itineraries, and related documentation.
Document Preparation: Prepare, review, and format executive reports, presentations, letters, memos, and other business documents.
Confidentiality and Information Management: Handle sensitive business and personal information with the highest level of confidentiality, professionalism, and discretion.
Stakeholder Relations: Serve as a key point of contact between the CEO, senior management, business partners, clients, and other stakeholders.
Task and Project Follow-Up: Monitor deadlines, track assigned tasks, follow up with relevant departments, and ensure timely completion of executive directives.
Office and Administrative Support: Coordinate administrative activities, maintain organised records, manage expenses and reimbursements, and support the efficient operation of the CEO's office.
Personal Assistance: Provide professional support for personal appointments and other legitimate personal arrangements as required by the CEO.
Event Coordination: Assist with the planning and coordination of executive engagements, corporate events, conferences, and official functions.
Proactive Problem-Solving: Anticipate potential scheduling conflicts, identify administrative challenges, and recommend practical solutions before issues escalate.
Requirements and Qualifications
Bachelor's degree in Business Administration, Management, Office Administration, or a related discipline.
A minimum of 7 - 10 years of relevant professional experience as a Personal Assistant, Executive Assistant, Senior Administrative Officer, or in a comparable executive support role.
Demonstrated experience supporting a CEO, Managing Director, C-suite executive, or senior business leader is highly desirable.
Professional certifications in executive assistance, administration, project management, or related fields will be an added advantage.
Advanced proficiency in Microsoft Office Suite, particularly Outlook, Word, Excel, and PowerPoint.
Familiarity with digital calendar management, video conferencing platforms, document management systems, and productivity tools.
Excellent written and verbal communication skills.
Proven ability to manage multiple priorities, meet tight deadlines, and work effectively with minimal supervision.
Strong organisational, interpersonal, analytical, and problem-solving skills.
High levels of integrity, discretion, emotional intelligence, and professional maturity.
Ability to exercise sound judgement and maintain composure in a demanding executive environment.
Flexibility to accommodate changing schedules and occasional work outside standard business hours when necessary.
Key Competencies
Executive-level communication and etiquette
Time management and prioritisation
Confidentiality and discretion
Attention to detail and accuracy
Proactive planning and initiative
Stakeholder and relationship management
Professionalism and emotional intelligence
Critical thinking and problem-solving
Adaptability and resilience
Strong follow-through and accountability
Performance Indicators
Success in this role will be measured by:
Effective management and optimisation of the CEO's schedule.
Timely completion of administrative assignments and executive directives.
Accuracy and quality of documents, reports, and correspondence.
Efficient coordination of meetings, travel, and executive engagements.
Responsiveness to the CEO's needs and key stakeholder requests.
Consistent protection of confidential information.
Demonstrated ability to anticipate needs and resolve issues proactively.