Personal and Executive Assistant

Job Description: Personal and Executive Assistant

Position Title: Personal and Executive Assistant

Reports to:To Group Director

Employment Type: Part-Time

Job Summary

We are seeking a highly organized, proactive, and resourceful Personal and Executive Assistant to provide comprehensive administrative support to our executive leadership team and assist with personal tasks as needed. This role requires someone who can handle a wide range of responsibilities with discretion, professionalism, and a high level of efficiency.

The ideal candidate will possess excellent organizational and communication skills, be detail-oriented, and able to manage competing priorities in a fast-paced environment. The position will involve both professional and personal responsibilities, including managing schedules, coordinating travel, overseeing administrative tasks, and facilitating communication between the executive and other stakeholders.

Key ResponsibilitiesExecutive Support:

• Calendar Management: Coordinate, manage, and prioritize the executive's schedule, including appointments, meetings, and events. Ensure time is allocated efficiently and proactively manage conflicts.
• Travel Arrangements: Book domestic and international travel, including flights, hotels, and transportation. Prepare detailed itineraries and ensure all travel logistics are in place.
• Meeting Coordination: Organize meetings, including preparing agendas, taking minutes, and following up on action items. Ensure all necessary materials are prepared in advance.
• Communication Liaison: Act as the primary point of contact between the executive and other stakeholders, including internal teams, clients, and external partners.
• Document Preparation: Draft, proofread, and edit correspondence, reports, presentations, and other documents as needed.
• Expense Management: Monitor and reconcile expenses, process receipts, and assist in budgeting and financial tracking for executive activities.

Administrative Support:

• File and Record Management: Organize and maintain digital and physical files and records in a confidential and easily accessible manner.
• Project Coordination: Assist with managing special projects and initiatives, ensuring tasks are completed on time and to the highest standard.
• Confidentiality: Handle sensitive information with discretion, maintaining a high level of confidentiality and professionalism at all times.

Qualifications

• Experience: 3+ years of experience as a personal assistant, executive assistant, or in a similar role. Experience in high-level administrative support or personal assistance preferred.
• Education: Bachelor's degree or equivalent experience in business administration, management, or related field.
• Skills:
• Exceptional organizational and time-management abilities.
• Strong written and verbal communication skills.
• Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook), Google Workspace, and other office productivity tools.
• Ability to multitask and prioritize effectively.
• High level of discretion and confidentiality.
• Attributes:
• Strong attention to detail and problem-solving skills.
• Professional, approachable, and proactive demeanor.
• Ability to work independently and as part of a team.
• Flexibility and willingness to adapt to changing priorities and tasks.

Physical Requirements:

• Ability to travel as needed for meetings, events, or other work-related activities.

Working Conditions:

• Fast-paced, dynamic environment.
• Occasional long hours, including evenings and weekends, depending on the executive's schedule.
• Hybrid work environment (if applicable).

How to Apply:

Please submit your resume, along with a cover letter, detailing your relevant experience and why you are the ideal candidate for this position. Include references or letters of recommendation if available.

This job description is intended to outline the general duties and responsibilities of the Personal and Executive Assistant position. It is not an exhaustive list and may be subject to change based on the needs of the executive or the company.

Είδος Εργασίας: Μερική απασχόληση