Confidential Careers
About the Role
We are seeking a
proactive, organized, and highly discreet Personal Assistant (PA)
to provide comprehensive administrative and personal support to a senior executive. The successful candidate will act as a key
gatekeeper
and
facilitator , ensuring the smooth and efficient management of both professional and personal schedules. This role requires exceptional organizational ability, strong communication skills, and a "no task too small" mentality.
Key Responsibilities and Duties The Personal Assistant will be responsible for a diverse set of tasks, requiring high-level multitasking and attention to detail:
Calendar & Schedule Management:
Proactively manage and maintain a complex, fast-paced calendar, scheduling appointments and meetings, anticipating conflicts, and ensuring the executive is prepared for all engagements.
Communication & Correspondence:
Act as the primary point of contact, screening and directing phone calls, emails, and correspondence. Draft and edit professional letters, memos, and reports with accuracy and polish.
Travel Coordination:
Arrange comprehensive
travel logistics , including booking flights, accommodations, ground transportation, and creating detailed itineraries.
Administrative Support:
Manage and maintain filing systems (physical and digital), prepare and proofread documents, presentations, and briefing papers, and handle general office tasks.
Project & Financial Support:
Assist with managing internal projects, including tracking timelines. Handle financial tasks such as
expense reporting , tracking budgets, and managing invoices.
Meeting Coordination:
Organize and prepare for meetings, including booking rooms, arranging catering, drafting agendas, and accurately
taking and distributing minutes/action items .
Personal Support & Errands:
Handle various personal tasks and errands for the executive (e.g., shopping, scheduling personal appointments), requiring the utmost
discretion
and trustworthiness.
Required Qualifications & Skills Education and Experience
High school diploma or GED required; a degree, diploma, or certificate in
Administrative Studies, Secretarial Science, or Business Administration
is highly desirable.
Proven
practical experience
in an administrative or executive support role (e.g., via internships, part-time work, or a prior PA position) is advantageous.
Core Competencies
Exceptional Organizational & Time Management Skills:
Demonstrated ability to
multitask , prioritize urgent tasks, manage deadlines efficiently, and maintain a highly organized workspace and digital environment.
Superior Communication Skills:
Excellent
verbal and written communication skills
with the capacity for professional, clear, and diplomatic liaison with internal staff, clients, and external stakeholders.
Technical Proficiency:
Advanced working knowledge of office management systems, including
Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) , calendar applications, and proficiency with database or project management software.
Discretion and Trustworthiness:
Absolute commitment to
ethics and confidentiality
when handling sensitive personal and professional information.
Problem-Solving & Proactivity:
Strong
critical thinking
and decision-making abilities to anticipate needs, resolve issues quickly, and take initiative without constant direction.
Adaptability:
A flexible and composed demeanor when managing unexpected changes and shifting priorities in a fast-paced environment.
Preferred/Bonus Skills
Proficiency in a
second language
to support international communications or travel.
Demonstrated commitment to
continuing professional development
in administrative or technology fields.
If you are a resourceful, detail-oriented professional ready to partner with a senior leader and contribute to their success, we encourage you to apply!
#J-18808-Ljbffr
proactive, organized, and highly discreet Personal Assistant (PA)
to provide comprehensive administrative and personal support to a senior executive. The successful candidate will act as a key
gatekeeper
and
facilitator , ensuring the smooth and efficient management of both professional and personal schedules. This role requires exceptional organizational ability, strong communication skills, and a "no task too small" mentality.
Key Responsibilities and Duties The Personal Assistant will be responsible for a diverse set of tasks, requiring high-level multitasking and attention to detail:
Calendar & Schedule Management:
Proactively manage and maintain a complex, fast-paced calendar, scheduling appointments and meetings, anticipating conflicts, and ensuring the executive is prepared for all engagements.
Communication & Correspondence:
Act as the primary point of contact, screening and directing phone calls, emails, and correspondence. Draft and edit professional letters, memos, and reports with accuracy and polish.
Travel Coordination:
Arrange comprehensive
travel logistics , including booking flights, accommodations, ground transportation, and creating detailed itineraries.
Administrative Support:
Manage and maintain filing systems (physical and digital), prepare and proofread documents, presentations, and briefing papers, and handle general office tasks.
Project & Financial Support:
Assist with managing internal projects, including tracking timelines. Handle financial tasks such as
expense reporting , tracking budgets, and managing invoices.
Meeting Coordination:
Organize and prepare for meetings, including booking rooms, arranging catering, drafting agendas, and accurately
taking and distributing minutes/action items .
Personal Support & Errands:
Handle various personal tasks and errands for the executive (e.g., shopping, scheduling personal appointments), requiring the utmost
discretion
and trustworthiness.
Required Qualifications & Skills Education and Experience
High school diploma or GED required; a degree, diploma, or certificate in
Administrative Studies, Secretarial Science, or Business Administration
is highly desirable.
Proven
practical experience
in an administrative or executive support role (e.g., via internships, part-time work, or a prior PA position) is advantageous.
Core Competencies
Exceptional Organizational & Time Management Skills:
Demonstrated ability to
multitask , prioritize urgent tasks, manage deadlines efficiently, and maintain a highly organized workspace and digital environment.
Superior Communication Skills:
Excellent
verbal and written communication skills
with the capacity for professional, clear, and diplomatic liaison with internal staff, clients, and external stakeholders.
Technical Proficiency:
Advanced working knowledge of office management systems, including
Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) , calendar applications, and proficiency with database or project management software.
Discretion and Trustworthiness:
Absolute commitment to
ethics and confidentiality
when handling sensitive personal and professional information.
Problem-Solving & Proactivity:
Strong
critical thinking
and decision-making abilities to anticipate needs, resolve issues quickly, and take initiative without constant direction.
Adaptability:
A flexible and composed demeanor when managing unexpected changes and shifting priorities in a fast-paced environment.
Preferred/Bonus Skills
Proficiency in a
second language
to support international communications or travel.
Demonstrated commitment to
continuing professional development
in administrative or technology fields.
If you are a resourceful, detail-oriented professional ready to partner with a senior leader and contribute to their success, we encourage you to apply!
#J-18808-Ljbffr