Personal Assistant

SUMMARY:
A client based in Springfield is seeking an experienced Personal Assistant to the Director. The Personal Assistant to the Director provides high-level administrative, organizational, and confidential support to ensure the smooth and efficient operation of the Director’s day-to-day activities. The role requires discretion, excellent communication skills, and the ability to manage multiple priorities in a fast-paced environment

POSITION INFO:

Key Responsibilities

• Provide proactive and comprehensive support to the Director
• Manage complex diaries, scheduling meetings, appointments, and travel
• Act as a key point of contact between the Director and internal/external stakeholders
• Prepare agendas, briefing notes, presentations, and reports

• Handle correspondence, emails, and phone calls on behalf of the Director
• Coordinate meetings, including room bookings, virtual meetings, and minute-taking
• Build effective working relationships with senior leaders, clients, and partners

• Maintain accurate records, filing systems, and confidential documentation
• Assist with project coordination and tracking actions and deadlines
• Process expenses, invoices, and general administrative tasks

• Handle sensitive information with discretion and professionalism
• Anticipate the Director’s needs and resolve issues proactively
• Support the Director in prioritizing workload and managing competing demands

Skills & Experience

• Proven experience as a Personal Assistant, Executive Assistant, or similar role
• Excellent organizational and time-management skills
• Strong written and verbal communication skills
• High level of discretion and confidentiality
• Proficiency in Microsoft Office / Google Workspace and virtual meeting tools

• Experience supporting senior executives or directors
• Experience in a fast-paced or complex organization
• Strong problem-solving skills and attention to detail

Personal Attributes

• Proactive and self-motivated
• Calm under pressure and adaptable
• Professional, reliable, and trustworthy
• Strong interpersonal skills with a positive, can-do attitude

Working Relationships

• Reports directly to the Director
• Works closely with senior leadership, management teams, and external stakeholders