Personal Assistant

• Position Summary
• Position

Description: We are looking for a reliable and highly organized Personal Assistant to provide day-to-day administrative, organizational, and personal support to a senior executive.

The role will involve managing and coordinating the executive's schedule, organizing meetings and appointments, arranging business travel and accommodation, coordinating transportation, and handling a range of administrative and personal tasks.

The successful candidate should be comfortable working independently, handling multiple priorities, communicating with people across different time zones, and taking ownership of administrative tasks from start to completion.

The role requires excellent English communication skills, strong attention to detail, a high level of diligence, and discretion when handling confidential business and personal matters.

Additional administrative, personal, and office-related responsibilities may be assigned depending on business needs.

Position Schedule

We are flexible regarding the working arrangement and schedule.

Depending on the candidate's availability and the needs of the role, this position may be structured as full-time, part-time with a focus on morning hours, or several working days per week.

The exact schedule can be agreed upon with the successful candidate.

• Position Responsibilities
• Manage and coordinate the executive's calendar, including meetings, appointments, and other commitments, organizing schedules across different time zones with internal and external participants.
• Prepare and send meeting invitations, follow-ups, and other business correspondence.
• Monitor the executive's schedule and proactively identify scheduling conflicts or other issues requiring attention.
• Arrange business and personal travel, including flights, accommodation, transportation, and other related logistics.
• Handle personal administrative tasks, including payments, bookings, and other routine matters, and conduct online research to identify suitable services, suppliers, and solutions.
• Coordinate with service providers, suppliers, and other external parties, and assist with office-related services and suppliers when required.
• Communicate with clients, partners, colleagues, service providers, and other external contacts on behalf of the executive when required.
• Ensure that meetings and appointments are properly prepared and that relevant information is available in advance.
• Maintain accurate records, documents, and other administrative information.
• Assist with preparation, formatting, proofreading, and organization of documents and presentations when required.
• Handle confidential and sensitive information with appropriate discretion.
• Provide general administrative and personal support to the executive and the company as required.
• Position Requirements
• Fluent English, both spoken and written, with excellent business communication and email etiquette.
• Previous experience as a Personal Assistant, Executive Assistant, Administrative Assistant, Office Administrator, or in a similar coordination role.
• Excellent attention to detail and a high level of diligence in completing tasks.
• Strong organizational and time-management skills.
• Ability to coordinate multiple schedules, priorities, and deadlines simultaneously.
• Ability to work with people across different time zones and manage international communication.
• Excellent written communication skills and a professional approach to business correspondence.
• Ability to conduct online research, compare options, and identify suitable suppliers and service providers.
• Good working knowledge of MS Outlook, MS Word, MS Excel, and common online collaboration and calendar tools.
• Ability to work independently and follow tasks through to completion.
• Ability to handle confidential business and personal information professionally and discreetly.
• Ideal Personality
• A highly diligent and detail-oriented person who takes responsibility for the quality and completeness of their work.
• Reliable and organized, with a structured approach to managing schedules, administrative tasks, and personal arrangements.
• Proactive in identifying potential issues and resolving them before they become problems.
• Comfortable taking ownership of tasks and following them through to completion without constant supervision.
• Calm and professional when managing multiple priorities, changing schedules, or unexpected requests.
• Clear and confident in communication, particularly in English.
• Discreet and trustworthy when handling confidential business and personal information.
• Adaptable and willing to take on additional administrative responsibilities as required.

Benefits You Will Enjoy

• Full-time or part-time position (on-site or mix of on-site and remote work).
• Opportunities to learn new skills and develop professionally.
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