Executive Personal Assistant

SUMMARY:
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POSITION INFO:

Position Summary

The Executive PA will provide high-level administrative and organisational support to the Executive team. This role ensures efficient daily operations by managing schedules, communication, travel, and confidential documentation. The PA acts as a key liaison between executives, internal teams, and external stakeholders, enabling the executives to focus on strategic priorities.

Key Roles & Responsibilities

1. Executive Support

• Manage executives’ diaries, appointments, and meeting schedules.
• Coordinate and prepare agendas, documents, and presentations for meetings.
• Attend and take minutes at meetings, ensuring accurate records and timely follow-ups.
• Handle incoming communication (emails, calls, correspondence), prioritizing and responding on behalf of executives where appropriate.
• Prepare reports, briefs, and other documentation required by executives.

2. Travel & Event Coordination

• Arrange national and international travel, including flights, accommodation, visas, and itineraries.
• Organize logistics for internal and external meetings, conferences, and events.
• Manage expenses, reimbursements, and credit card reconciliations for executives.

3. Office & Information Management

• Maintain filing systems (digital and physical) for confidential documents.
• Draft, proofread, and format correspondence and reports.
• Ensure effective flow of information between executives and internal departments.
• Track deadlines and action items, proactively reminding executives of priorities.

4. Stakeholder Liaison

• Act as the first point of contact for internal staff, clients, and external partners.
• Professionally represent the executives in all interactions.
• Build and maintain positive relationships with key stakeholders.

5. Project & Task Coordination

• Support executives in managing projects by tracking progress, deadlines, and deliverables.
• Conduct research, compile data, and prepare summaries to assist with decision-making.
• Handle ad hoc assignments and special projects as delegated.