Personal Assistant

Core Duties and Responsibilities

• Calendar Management: Manage the Director’s daily schedule, calendar, appointments, meetings, and schedules.
• Communication: Screen and respond to phone calls, emails, and other correspondence.
• Records Management: Maintain organized records, documents, and filing systems.
• Errands & Administration: Handle personal errands and day-to-day administrative tasks.
• Travel Coordination: Help in making travel arrangements, accommodation bookings, and itineraries when required.
• Household Coordination: Coordinate household activities, including bill payments, appointments, and service bookings.
• Vendor Management: Oversee household maintenance and liaise with contractors, vendors, and service providers.
• Procurement: Prepare and manage shopping lists and coordinate grocery purchases as required.
• Financial Support: Monitor petty cash and maintain accurate expense records.
• Representation: Represent the Director professionally in meetings, engagements, and other assigned interactions.
• Logistics: Coordinate gift hamper preparation and deliveries to ensure timely distribution.
• Inventory Management: Monitor stock levels and coordinate replenishment when necessary.
• Efficiency & Housekeeping: Ensure all assigned tasks are completed efficiently, follow up on pending matters, and maintain a clean, organized, and professional environment at all times.

Job Specifications and Qualifications

• Certificate, Diploma, or equivalent qualification in any relevant field.
• At least 2 years of experience as a Personal Assistant.
• Experience managing executive calendars, schedules, and appointments.
• Proficiency in Microsoft Office Suite applications.
• Ability to maintain confidentiality and work with minimal supervision.

Key Competencies

• Excellent communication skills.
• Strong organizational and time-management abilities.
• Attention to detail.
• Proficiency in Microsoft Office and office systems.
• Ability to multitask and work under pressure.
• High level of confidentiality and professionalism.