CEO Personal Assistant

Job Summary:

Personal Assistant duties and responsibilities include scheduling meetings and appointments, making office supplies arrangements, greeting visitors, and providing general administrative support to our employees. Previous experience as a Front Office Manager or Office Administrator would be an advantage. A successful Personal Assistant should also have experience with a variety of office software (email tools, spreadsheets, and databases) and be able to accurately handle administrative duties. Ultimately, the Personal Assistant should be able to ensure the smooth running of the office and help to improve company procedures and day-to-day operation

Key Responsibilities:

• Schedule meetings and appointments

• Organize the office layout and order stationery and equipment

• Maintain the office condition and arrange necessary repairs

• Organize office operations and procedures

• Coordinate with the IT department on all office equipment

• Manage office G&A budget, ensure accurate and timely reporting

• Provide general support to visitors

• Address employees' queries regarding office management issues (e.g., stationery, hardware, and travel arrangements)

• Liaise with facility management vendors, including cleaning, catering, and security services

• Plan in-house or off-site activities, like parties, celebrations, and conferences

Requirements:

• Proven experience as a personal assistant or in a similar administrative role.
• Strong organizational and time management skills.
• Excellent written and verbal communication abilities.
• Proficiency in Microsoft Office Suite and relevant software.
• Ability to handle multiple priorities with a proactive approach.

Preferred Qualifications:

1. Coordination KPIs:

Gathering and communicating necessary information for attendees and agendas

Assembling travel itineraries

Coordinating travel and accommodations for conferences

2. Communication KPIs:

Writing clear and specific emails

Taking diligent notes of phone conversations or messages

Preparing effective daily reports or updates