Personal Assistant

The Personal Assistant (PA) will provide high-level administrative support to the owner of several companies, ensuring the seamless management of both professional and personal affairs. The ideal candidate will be highly organized, proactive, and capable of handling multiple calendars, booking events and meetings, and providing regular updates to the director.

This role requires excellent communication skills and the ability to work independently in a remote environment.

We are seeking someone who is dependable, resourceful, and highly responsive, with an eagle eye for detail. The ideal candidate should be adaptive, capable of learning on the job, and comfortable managing a high, ever-changing workload. Additionally, the candidate should possess an analytic eye, with the ability to summarize information quickly, and be confident in relaying instructions to various stakeholders.

Key Responsibilities:

Calendar Management:

• Manage and coordinate multiple calendars, ensuring all appointments, meetings, and events are scheduled efficiently.
• Prioritize and resolve scheduling conflicts, making adjustments as necessary.
• Provide daily, weekly, and monthly overviews of the schedule.

Event and Meeting Coordination:

• Book and organize professional and personal events, meetings, and appointments.
• Coordinate logistics, including travel arrangements, accommodations, and itineraries.
• Prepare agendas, meeting materials, and minutes as required.

Communication:

• Act as the primary point of contact between the owner and internal/external stakeholders.
• Handle incoming correspondence (emails, calls, etc.) and respond or delegate as appropriate.
• Confidently relay instructions to various stakeholders, ensuring clarity and follow-through.
• Draft and proofread communications on behalf of the owner.

Administrative Support:

• Conduct research, compile data, and prepare reports or presentations.
• Summarize key points from reports and meetings quickly and effectively.
• Maintain confidential files and records, ensuring they are organized and up-to-date.
• Assist with personal tasks and errands as needed, maintaining a clear distinction between work and personal responsibilities.

Regular Updates:

• Check in with the owner regularly to provide an overview of the day, week, and month.
• Anticipate needs and provide proactive solutions to support the owner’s personal and professional life.

Qualifications:

• Proven experience as a Personal Assistant or in a similar administrative role.
• Highly responsive with exceptional attention to detail and an analytic mindset.
• Ability to adapt to new tasks and learn quickly on the job.
• Strong organizational and time-management skills.
• Ability to summarize information clearly and concisely.
• Confident communicator, able to give clear instructions and relay information to various stakeholders.
• Excellent grasp of the English language (both written and verbal).
• Ability to manage a dynamic, fast-paced workload.
• Proficiency in using scheduling software and remote communication tools.
• Ability to handle sensitive information with the highest degree of integrity and confidentiality.
• Self-motivated and able to work independently in a remote setting.