Personal Asisstant

**Key Responsibilities**:
1) **Executive Support**:

- Provide comprehensive administrative and personal support to the Director, managing all day-to-day activities.
- Manage the Director’s calendar, including scheduling meetings, appointments, and conferences.
- Prioritize and manage the Director’s time to ensure efficient work-flow and mínimal conflicts.
- Coordinate and manage the Director’s travel arrangements, including booking flights, hotels, transportation, and creating detailed itineraries.
- Handle personal requests and tasks for the Director, ensuring all aspects of their professional and personal life are well-organized.

2) **Communication and Liaison**:

- Act as the first point of contact between the Director and other team members, clients, executives, or stakeholders.
- Organize and prepare communication, including reports, memos, presentations, and other documents, on behalf of the Director.
- Draft and edit correspondence, internal communications, and other documentation in a timely and professional manner.

3) **Meeting and Event Management**:

- Schedule, coordinate, and manage meetings, ensuring all details (location, timing, materials, and attendee coordination) are in place.
- Prepare agendas, take minutes, and follow up on action items during meetings with the Director.
- Assist in planning and organizing business events, conferences, and other engagements.
- Arrange catering, venues, and logistics for Director’s meetings and business events.

4) **Travel Coordination**:

- Manage and coordinate all aspects of business travel, including flight bookings, accommodation, transportation, and visa arrangements when required.
- Prepare travel itineraries and ensure all travel plans run smoothly and efficiently.
- Manage expense reporting and reconciliation related to business travel.

5) **Confidentiality and Discretion**:

- Handle confidential information with the utmost discretion and professionalism.
- Maintain confidentiality regarding both business and personal matters related to the Director.
- Ensure sensitive matters are managed appropriately and that the Director’s privacy is respected at all times.

6) **Office and Personal Organization**:

- Organize the Director’s office space, ensuring it remains efficient and tidy.
- Maintain filing systems, both physical and electronic, to ensure easy access to key documents.
- Support the Director in managing daily tasks, deadlines, and prioritizing urgent matters.
- Assist with personal tasks, such as running errands, managing household responsibilities, or organizing personal appointments, if required.

7) **Project Assistance**:

- Assist the Director with various ad hoc projects, research, and special tasks as needed.
- Prepare materials and presentations for internal or external meetings, conferences, or reports.
- Ensure project timelines and deliverables are tracked and communicated effectively.

8) **Office Management**:

- Oversee administrative tasks related to office management, including handling mail, office supplies, and maintaining records.
- Ensure the smooth running of daily office functions, assisting in the coordination of meetings and activities with other departments.
- Act as a gatekeeper, ensuring the Director's priorities are managed and important communications are flagged.

9) **Vendor and Client Relations**:

- Manage relationships with vendors, clients, and other external stakeholders on behalf of the Director.
- Oversee and coordinate business engagements, ensuring timely follow-up and successful execution.
- Prepare contracts, agreements, or other documents for the Director’s review and signature.

10) **Miscellaneous Support**:

- Perform additional duties and tasks as required to support the Director and ensure smooth day-to-day operations.
- Handle any emergencies, changes in schedule, or unexpected demands with a flexible approach.

**Key Skills and Qualifications**:
1) **Education**:

- A high school diploma or equivalent is required; a college degree or equivalent qualification is preferred.

2) **Experience**:

- Proven experience as a personal assistant or in an executive assistant role, preferably supporting a senior-level executive or Director.

3) **Skills**:

- Strong organizational and multitasking skills.
- Excellent verbal and written communication skills.
- High proficiency in office software (MS Office, Google Suite, etc.), and knowledge of other office management tools.
- Ability to prioritize tasks and manage time effectively.
- Exceptional attention to detail and problem-solving ability.
- Strong interpersonal skills, with the ability to build relationships at all levels.
- Discretion and the ability to handle confidential information.

4) **Attributes**:

- Proactive, flexible, and able to work independently with mínimal supervision.
- Highly professional demeanor, polished appearance, and strong ethical standards.
- Ability to adapt quickly in a fast-paced and ever-changing environment.