Personal Assistant

SUMMARY:
We are assisting our client in recruiting for a highly organized and proactive Personal Assistant.

POSITION INFO:
The Personal Assistant is a critical support to the Managing Director, ensuring that all tactical and operational functions align seamlessly with the business’s needs. This role requires a highly organized and mature individual with a keen eye for detail and the ability to manage multiple tasks efficiently. The ideal candidate must be reliable, professional, and capable of maintaining focus on tasks without distraction, ensuring a high standard of work in a fast-paced environment. This individual will proactively coordinate administrative workflows, support key communications, and handle essential logistical details to maintain a well-structured, efficient office environment.

DUTIES AND RESPONSIBILITIES

• Business Calendar Management: Maintain and update the business development calendar according to instructions.
• Event Registration: Arrange registration for external events that staff will attend throughout the year.
• Travel Arrangements: Coordinate flight and accommodation bookings directly or with designated travel agents.
• Expense Processing: Handle processing of field expenses and related documentation.
• Client Invoicing & Statements: Follow up on client invoices and generate statements of accounts as required.
• Project Cost Analysis: Conduct analysis and reporting on project-related costs.
• Office Supplies & Equipment: Procure and manage office stationery and equipment as needed.
• Office Space Expenses: Verify and confirm monthly shared office space statements.
• Insurance Coordination: Oversee and manage insurance documentation and requirements.
• Equipment Management: Track and manage company equipment and assets.
• IT Liaison: Serve as the point of contact for IT-related coordination.
• Printing & Scanning: Manage printing, scanning, and document organization.
• Contractor Onboarding Support: Assist with onboarding new contractors, including equipment and PPE allocation.
• Membership Administration: Support administrative needs related to professional and societal memberships.

• A high school diploma (or equivalent), along with a certificate or diploma in Business Administration, Office Management, Accounting, Bookkeeping, or a related field.
• At least 3-5 years of experience in a similar role, such as Personal Assistant, Executive Assistant, or Office Manager.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Strong written and verbal communication skills for handling internal and external correspondence.
• Proven ability to work independently and as part of a team.
• Strong attention to detail, ensuring accuracy and quality in all tasks.
• Proven ability to prioritize tasks and maintain a high standard of performance in a fast-paced environment.

• Market-related salary based on qualifications and experience.
• Opportunity for part-time or flexible working hours, depending on staff capacity and ability to fulfil business needs.