personal assistant to director
2 days ago
We are looking for a resourceful and proactive Personal Assistant to support our Director in both professional and personal matters. If you're an energetic individual who thrives in a fast-paced environment and enjoys being constantly on the move, we want to hear from you
Key Responsibilities
1. Calendar, Communication & Time Management
· Manage the Director's dynamic schedule, including daily appointments and events.
· Adapt quickly to schedule changes and reprioritize as needed.
· Plan, coordinate, and ensure adherence to the Director's calendar.
· Screen and handle phone calls; circulate documents for signatures.
· Maximize time efficiency by ensuring the Director remains focused on key priorities.
2. Travel Coordination
· Handle end-to-end travel arrangements, including flights, accommodations, visa applications, and transportation.
· Maintain accurate travel documentation and records for expense claims.
· Prepare and submit detailed expense reports on behalf of the Director.
3. Information & Research Management
· Conduct thorough research and present concise, well-written summaries.
· Sift through large volumes of information to distil key insights for the Director.
4. Event Support
· Assist in planning and organizing personal events, conferences, or functions.
5. Liaison & Communication
· Serve as the primary point of contact between the Director and internal/external stakeholders.
· Work closely with the Director to keep her informed and prepared for upcoming commitments.
6. Personal Assistance
· Support the Director with personal errands and daily life management, such as appointments and item pick- up/drop-off.
· Be on standby and readily available to assist as needed, with the flexibility to travel and work irregular hours.
· Provide hands-on help with personal belongings when traveling or moving between locations.
· Execute any other ad-hoc tasks or projects assigned by the Director.
· Assist with family-related matters, such as:
o Scheduling family appointments and activities (e.g. medical, school-related, extracurricular).
o Coordinating with household staff or service providers (e.g. drivers, cleaners, tutors).
o Handling family travel arrangements and logistics.
o Ensuring the smooth day-to-day running of household or family-related errands.
· Be on-call and available as needed, with flexibility for evenings, weekends, and travel.
· Assist with handling and organizing personal belongings, especially while traveling.
Qualifications & Experience
· Diploma or certification in Business Management or a related field.
· Minimum of 3 years' experience in a similar personal or executive assistant role.
Key Skills & Attributes
· Trusted confidante with the highest level of discretion and confidentiality.
· Strong organizational and problem-solving skills; proactive in addressing potential issues.
· Highly intuitive—able to anticipate the Director's needs in advance.
· Technologically proficient, especially in Microsoft Office (Outlook, Word, Excel).
· Able to work independently and remain composed under pressure.
· Excellent judgment, with strong written and verbal communication skills.
· Quick to respond to urgent matters and capable of multitasking efficiently.
· Physically fit and capable of handling physically demanding tasks and errands.
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