PERSONAL ASSISTANT TO PRESIDENT

PA, EA & Secretarial (Administration & Office Support)

A Personal Assistant (PA) to the President provides administrative and logistical support to ensure the President can focus on high-level tasks. The role involves a mix of organizational, communication, and problem-solving responsibilities. Here's a detailed job description for a Personal Assistant to the President:

KEY RESPONSIBILITIES:

Administrative Support:

1. Manage the President’s calendar, including scheduling meetings, appointments, and travel arrangements.
2. Act as the first point of contact, handling correspondence and phone calls.
3. Organize and prepare documents, presentations, and reports for meetings.
4. Attend meetings alongside the President, take minutes, and follow up on action points.

Communication Management:

1. Draft, proofread, and manage communications on behalf of the President.
2. Liaise with internal teams, external stakeholders, and clients to coordinate meetings and communications.
3. Prioritize emails, calls, and other communications to ensure timely responses.

Travel Coordination:

1. Plan and coordinate complex domestic and international travel arrangements, including accommodation, transportation, and itineraries.
2. Ensure travel plans are aligned with business objectives and anticipate any potential travel issues.

Project Management:

1. Assist with the management of special projects and initiatives driven by the President.
2. Track progress on various tasks, ensuring deadlines are met and follow-ups are handled efficiently.

Event Planning:

1. Organize and coordinate corporate events, meetings, and conferences.
2. Manage logistics such as venue booking, catering, and attendee management.

Confidentiality and Discretion:

1. Handle sensitive information with utmost confidentiality and professionalism.
2. Protect the President's privacy and ensure a high level of discretion in all matters.

Office Management:

1. Oversee the President's office, ensuring it runs smoothly and is well-organized.
2. Order office supplies, manage budgets, and handle expense reports.

Relationship Building:

1. Develop and maintain strong relationships with internal staff, clients, and external contacts to facilitate smooth communication.
2. Represent the President in a professional and approachable manner.

JOB SPECIFICATIONS:

1. Bachelor’s degree in Business Administration, Management, Communications, or a related field (preferred but not mandatory based on experience).
2. Minimum of 5 years of experience in an executive or personal assistant role, ideally supporting senior management or C-level executives.
3. Advanced skills in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
4. Experience with scheduling software (like Google Calendar, Outlook, or Asana) and project management tools (e.g., Trello, Monday.com).
5. Proficiency in video conferencing tools (Zoom, Microsoft Teams).
6. Ability to learn new software and tools quickly, and troubleshoot basic technical issues.
7. Strong verbal communication for liaising with internal teams, clients, and external stakeholders.
8. Proven ability to manage multiple priorities and tasks simultaneously.
9. Experience managing complex calendars, including travel logistics and event planning.
10. Ability to prioritize and meet tight deadlines consistently.
11. Demonstrated ability to work effectively with cross-functional teams.
12. Experience building and maintaining relationships with key stakeholders, including clients, suppliers, and partners.
13. Experience handling confidential and sensitive information with the highest level of discretion and professionalism.
14. Availability to work outside of standard business hours, including evenings and weekends when needed.
15. Willingness to travel with the President when necessary, and ability to manage travel logistics efficiently.
16. Ability to work independently, take initiative, and follow through on projects with minimal supervision.