Job
Description
Position Overview: We are looking for a highly skilled and dynamic Executive Assistant (EA) to support senior executives with both professional scheduling and personal tasks. This role requires exceptional organizational skills, the ability to manage multiple priorities, and a high level of discretion. The EA will be responsible for ensuring the executives personal and professional schedules run smoothly, while providing seamless support for personal errands and commitments. Key Responsibilities: Professional Scheduling: Manage and optimize the executive's professional calendar, scheduling meetings, appointments, and events with efficiency and accuracy. Coordinate internal and external meetings, ensuring all necessary participants and materials are prepared. Prioritize appointments and proactively resolve any conflicts or scheduling challenges. Assist with travel arrangements, including booking flights, accommodations, and creating detailed itineraries. Personal Work Management: Coordinate and manage personal appointments and events, such as doctor visits, family commitments, and personal meetings. Handle personal errands and administrative tasks, including managing household appointments, service schedules, and personal shopping. Manage personal travel logistics, including flight bookings, hotel reservations, and transportation. Meeting and Event Coordination: Organize and prepare for professional and personal events, ensuring that all logistical details are handled seamlessly. Set up virtual meetings, book meeting rooms, and prepare materials as needed. Assist with the planning and coordination of both business and personal events, including family gatherings, social events, and corporate functions. Communication & Liaison: Act as a liaison between the executive and key stakeholders, both internally and externally, ensuring timely communication. Respond to emails, phone calls, and other forms of communication on behalf of the executive, providing prompt and professional replies. Relay important messages, reminders, and updates to the executive in a timely manner. Time Management & Prioritization: Ensure that both professional and personal commitments are aligned with the executives time and priorities. Help the executive stay on track by managing deadlines, follow-ups, and appointments effectively. Be proactive in preventing scheduling conflicts or delays. Confidentiality and Discretion: Maintain strict confidentiality with sensitive personal and professional information. Exercise discretion in managing both business-related and personal matters with integrity and professionalism. Ad Hoc Tasks: Perform various ad-hoc personal or professional tasks as requested, including running errands, gift buying, or organizing personal and work-related documents. Assist with personal finance or administrative matters, if needed. Qualifications: Proven experience as an Executive Assistant, Personal Assistant, or in a similar role. Exceptional organizational, time-management, and multitasking skills. Ability to manage a complex and fast-paced schedule with attention to detail. Excellent communication skills, both written and verbal. Strong problem-solving and critical-thinking abilities. Proficiency in MS Office Suite (Word, Excel, PowerPoint), Google Suite, and scheduling tools (e.g., Microsoft Outlook, Google Calendar). Ability to manage both business and personal responsibilities with professionalism. Strong interpersonal skills and a customer-service mindset. Ability to handle confidential and sensitive information with discretion. Preferred: Previous experience in a dual role that includes both professional and personal support. Knowledge of travel booking platforms and personal finance management. Ability to work independently and with minimal supervision. This position requires a highly organized, detail-oriented individual who can seamlessly manage a wide range of professional and personal tasks. The ideal candidate will demonstrate a high level of discretion, professionalism, and initiative, ensuring that the executives time is used efficiently and effectively.
