Personal Assistant to Chairman

Job Summary:

The Personal Assistant (PA) to the Chairman will provide high-level administrative and secretarial support to the Chairman of the company. The role involves managing the Chairman's schedule, handling communication, preparing reports and presentations, and facilitating smooth daily operations.

Key Responsibilities:

Schedule and Calendar Management:

1. Manage and organize the Chairman's calendar, including meetings, appointments, travel, and events.
2. Prioritize and schedule meetings with internal and external stakeholders, ensuring efficient time management.

Communication and Correspondence:

1. Serve as the first point of contact for the Chairman’s office, managing phone calls, emails, and other correspondence.
2. Draft, proofread, and send out communication on behalf of the Chairman.
3. Handle sensitive and confidential information with discretion.

Meeting Coordination and Documentation:

1. Prepare agendas and materials for meetings.
2. Attend meetings and take minutes, ensuring key decisions and action items are documented.
3. Follow up on action items from meetings, ensuring they are completed on time.

Travel and Logistics Management:

1. Arrange travel itineraries, accommodations, and transportation for the Chairman.
2. Prepare detailed travel schedules, ensuring all logistics are coordinated effectively.

Office Management:

1. Oversee and ensure smooth operation of the Chairman's office.
2. Organize and maintain files, records, and databases in an efficient manner.
3. Liaise with other departments to facilitate tasks and actions required by the Chairman.

Event Coordination:

1. Organize events, conferences, and meetings as requested by the Chairman.
2. Coordinate logistics and ensure all necessary arrangements are in place.

Skills and Qualifications:

1. Education: A bachelor’s degree in Business Administration, Management, or a related field.
2. Experience: At least 1 year of experience as a Personal Assistant, Executive Assistant, or in a similar administrative role, preferably supporting senior executives.
3. Skills:
4. Excellent organizational and time-management skills.
5. Strong written and verbal communication skills.
6. High attention to detail and ability to multitask.
7. Ability to handle confidential information with discretion.
8. Proactive and self-motivated with the ability to work independently.
9. Strong interpersonal skills with the ability to interact with stakeholders at all levels.

Other:

1. Willingness to work flexible hours when necessary.
2. Ability to work under pressure and meet tight deadlines.

Working Conditions:

1. Flexibility may be required depending on the Chairman’s schedule.
2. The role will require occasional travel and attendance at meetings outside of regular working hours.