Executive Personal Assistant

We are looking for a proactive and detail-oriented Executive Personal Assistant to support the Managing Director with both professional and personal responsibilities. The role requires excellent organizational, communication, and multitasking skills, enabling the successful candidate to manage high-level business functions while also handling personal tasks. This position plays a critical role in ensuring the Managing Director's time and efforts are optimized.

Key Responsibilities

Primary Point of Contact: Serve as the primary point of contact for the Managing Director, ensuring efficient communication and coordination with internal teams, external stakeholders, and key executives. Represent the Director in meetings and corporate events, upholding the company’s image and values.

Calendar & Meeting Management: Organize the Managing Director's calendar, scheduling meetings, appointments, and travel arrangements, while resolving conflicts to maximize efficiency. Prepare essential documents such as meeting agendas, reports, presentations, and briefs.

High-Level Meeting Participation: Actively participate in high-level meetings, contributing to discussions and decision-making processes. Take comprehensive notes, handle minute-writing, and ensure follow-up on action items to maintain project progress.

Research & Data Analysis: Conduct research and data analysis to identify insights and trends that will aid the Managing Director in strategic decision-making. Provide well-organized reports and presentations based on findings.

Project Coordination: Collaborate, facilitate, and coordinate projects with executives, internal teams, and external stakeholders, ensuring seamless execution and alignment with company goals. Act as a liaison between departments to ensure clear communication and successful project delivery.

Document & Knowledge Management: Manage and maintain the Knowledge Management System, ensuring organized and efficient access to information. Handle dictation, note-taking, and documentation management for easy retrieval and reference.

Communication & Correspondence: Handle incoming correspondence (emails, phone calls, letters) on behalf of the Managing Director, screening, prioritizing, and responding as necessary. Draft professional and personal correspondence to ensure timely and accurate communication.

Travel Coordination: Plan and coordinate the Managing Director’s travel, including flights, accommodations, and transportation. Prepare detailed itineraries and handle any logistics-related issues that arise.

Budgeting & Expense Tracking: Assist in managing budgets, tracking expenses, preparing financial reports, and reconciling accounts. Ensure timely payments and processing of invoices for both professional and personal expenses.

Event Management: Organize corporate and personal events, managing logistics such as venue selection, catering, invitations, and day-of event coordination.

Personal Errands & Tasks: Handle personal errands and tasks such as scheduling personal appointments, managing household tasks, and arranging personal travel and social engagements.

Requirements

Proven experience as an Executive Assistant, Personal Assistant, or similar role supporting senior executives.

Strong organizational, time management, interpersonal and multitasking skills.

Excellent verbal and written communication skills.

Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) as well as the latest office technology and applications.

Ability to anticipate the needs of the Managing Director and provide proactive support.

Ability to handle sensitive information with discretion and maintain a high level of confidentiality.

Ability to work independently and prioritize tasks in a fast-paced environment.

Willingness to travel overseas as required.

Why Join Us?

As part of our team, you will have the opportunity to work in a dynamic environment with a forward-thinking team, where your contributions are valued and your professional growth is a priority. You will be integral to the success of our company, working closely with top executives and participating in key decision-making processes.

If you are ready to take on this challenging yet rewarding role, we would love to hear from you!