Personal Assistant (MBJ0127)

Job Role:

As a Personal Assistant (PA) in a boutique interior design firm you are responsible for providing comprehensive support to the directors, to ensure their day-to-day operations run smoothly. The role demands a high level of organization, discretion, and adaptability, as it involves managing various aspects of the director's professional and personal life.

Key Responsibilities:

1. Diary Management:
   • Scheduling and coordinating meetings, appointments, and events.
   • Managing and prioritizing the executive's calendar to ensure effective time management.
2. Communication Management:
   • Handling incoming and outgoing correspondence, including emails, phone calls, and letters.
   • Acting as a gatekeeper, screening communications, and managing responses.
3. Travel Arrangements:
   • Organizing domestic and international travel, including flights, accommodations, visas, and itineraries.
   • Ensuring all travel plans align with the executive's schedule and preferences.
4. Administrative Support:
   • Preparing documents, reports, presentations, and meeting materials.
   • Conducting research and compiling information as needed for meetings and projects.
5. Personal Errands and Tasks:
   • Managing personal appointments, reservations, and other tasks to help balance the executive's personal life.
   • Handling confidential information with utmost discretion.
6. Project Management:
   • Assisting with special projects, including event planning, project coordination, and ad hoc tasks.
   • Liaising with internal teams and external stakeholders to ensure projects are on track.
7. Financial Management:
   • Managing expenses, budgeting, and processing invoices.
   • Keeping track of financial records and reports as needed.
8. Relationship Management:
   • Building and maintaining relationships with key contacts, both internally and externally.
   • Coordinating with other members of the executive's team to ensure seamless operations.

Essential Skills:

• Organizational Skills: Ability to prioritize tasks, manage multiple responsibilities, and keep track of complex schedules.
• Communication Skills: Strong verbal and written communication skills for effective correspondence and interaction with stakeholders.
• Discretion and Confidentiality: Handling sensitive information with the highest level of confidentiality.
• Problem-Solving Skills: Quick thinking and resourcefulness in addressing issues as they arise.
• Tech-Savvy: Proficiency with office software (e.g., Microsoft Office Suite, calendar management tools) and communication platforms.
• Adaptability: Flexibility to adapt to changing priorities and work in a fast-paced environment.

Role Requirements:

• Experience: Previous experience in a similar role, preferably in supporting senior executives.
• Education: A degree or relevant certification in business administration, communications, or a related field is often preferred.
• Professionalism: A polished, professional demeanor with the ability to represent the executive effectively.