Personal Assistant job description

Job brief

We are looking for a versatile and organized Personal Assistant to perform support and administrative duties. This role requires you to schedule meetings, take notes, handle correspondence for management, among other tasks.

Responsibilities

• Report to senior management and perform administrative and secretarial work.
• Input data into the system and maintain a database.
• Coordinating with internal departments, answering calls, and ensuring convenient travel arrangements are in accordance with company policies.
• Typing, editing reports, and preparing presentations.
• Managing internal and external communications on behalf of senior management.
• Arranging appointments, managing calendar, and sending reminders.
• Maintaining facilities for scheduled events and preparing refreshments if necessary.
• Scan, make copies, and fax papers as well as take notes when required.
• Contacting vendors for office supplies.
• Schedule meetings and manage calendars.
• Answer phone calls and emails and take messages.
• Take accurate and comprehensive notes at meetings.
• Help with daily time management.
• Run errands as requested.
• Plan travel, including flights, accommodation and ground transportation.
• Coordinate events and speaking engagements.
• Draft correspondence such as emails and letters.
• Ordering office supplies and replacements, as well as managing mail and courier services.

Requirements

• High School Diploma
• 2+ years experience of administrative or secretarial work
• 1+ years of PA experience would be a plus
• Strong experience in creating documents utilizing business applications such as Excel, Word, and Powerpoint
• Excellent communication skills
• Proficient note-taking, typing, record keeping, and organizing skills
• Able to correspond professionally
• Strong interpersonal skills
• Proficiency in appointment scheduling software such as MS Outlook, as well as call forwarding
• Proactive approach to problem-solving
• Strong time-management skills