Executive Personal Assistant

A well established company is looking for an Executive Personal Assistant. QUALIFICATIONS & EXPERIENCE ·       Relevant tertiary qualification or equivalent experience preferred. ·       Previous Executive PA or senior administrative experience pref...

KEY RESPONSIBILITIES Executive & Diary Management ·       Take full ownership of the Executive’s diary and calendar. ·       Coordinate meetings, appointments, travel time and preparation time. ·       Identify and resolve diary conflicts and scheduling issues. ·       Help protect the Executive’s time and priorities. Travel & Logistics ·       Plan and coordinate domestic and international travel from start to finish. ·       Arrange flights, accommodation, transfers, vehicles and related logistics. ·       Monitor travel changes and ensure appropriate contingency arrangements. ·       Coordinate required travel documentation and information. Meetings & Events ·       Coordinate meetings, venues, attendees, documents, catering and logistics. ·       Assist with corporate events, functions, conferences and executive engagements. ·       Ensure the Executive is properly prepared for important meetings and commitments. Task Management & Follow-Up ·       Maintain action lists and track outstanding matters. ·       Follow up with employees, clients, suppliers and service providers. Monitor deadlines and ensure commitments are completed. ·       Confirm that a task has actually been completed rather than simply initiated. Communication & Administration ·       Manage and assist with correspondence, emails, invitations and follow-ups. ·       Coordinate communication with internal and external stakeholders. ·       Maintain organised records, documents, contacts and information. ·       Assist with invoices, expenses, reconciliations and supporting documentation. Problem Solving & Forward Planning ·       Think ahead and identify potential issues before they arise. ·       Take practical action to resolve routine problems. ·       Make appropriate decisions within agreed authority and escalate significant matters. ·       Maintain contingency plans for important arrangements. Personal & Executive Support ·       Assist with appropriate personal logistics and commitments where required. ·       Coordinate household, vehicle, appointment, delivery and other practical arrangements. ·       Adapt to changing priorities and reasonable urgent requirements. Confidentiality ·       Maintain strict confidentiality regarding business, financial, personal and strategic information. ·       Exercise sound judgement and discretion at all times. ROLE PURPOSE The Executive Personal Assistant provides comprehensive, proactive and highly confidential support to the Executive. The role goes beyond traditional administration and diary management, requiring the PA to anticipate needs, plan ahead, take ownership, solve problems and ensure matters are followed through to completion. The PA acts as an extension of the Executive, helping to organise and protect the Executive’s time, movements, commitments and priorities.