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Executive Personal Assistant to CEO

What you’ll be doing

The Executive Personal Assistant (PA) will provide high-level administrative and organizational support to the Executive team. The ideal candidate is highly organized, proactive, and able to manage multiple priorities in a fast-paced environment. You will act as the first point of contact, ensuring smooth communication and the efficient execution of day to-day activities for the Executive(s).

Key Responsibilities • Administrative Support:

Manage and coordinate the Executive's calendar, ensuring efficient scheduling and resolving conflicts. Handle all correspondence on behalf of the Executive, including emails, phone calls, and written communications. o Prepare documents, reports, and presentations for meetings. Organize and maintain confidential files and records. • Meeting and Event Coordination: Plan and coordinate internal and external meetings, ensuring all logistics (venues, equipment, materials) are in place. o Manage agendas and minutes for meetings. Organize travel arrangements, including flights, accommodations, and itineraries.

Project Management: Assist with special projects and initiatives as directed by the Executive. Liaise with internal departments, external stakeholders, and partners to ensure successful project outcomes.

Communication and Stakeholder Management: o Act as a primary point of contact between the Executive and internal/external stakeholders. Draft and review internal communications, ensuring a consistent and professional tone.

Expense Management: o Manage and reconcile the Executive’s expenses and budget tracking. • Process invoices, purchase orders, and expense reports as required. Team are brand ambassadors, in accordance with the beliefs of the business.

Key Skills required • Organizational Skills: Ability to manage time, prioritize tasks, and handle multiple projects efficiently. • Communication Skills: Strong verbal and written communication skills, with the ability to engage with stakeholders at all levels. • Proactive Problem-Solving: Anticipate the needs of the Executive and demonstrate a solution-oriented mindset. • Confidentiality: Maintain a high level of discretion and handle sensitive information with care. • Adaptability: Ability to work in a fast-paced environment and adjust to changing priorities with a positive attitude. • Proven experience as an Executive PA, Personal Assistant, or in a similar administrative role, Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), Excellent organizational and multitasking skills, High level of professionalism and discretion, Strong attention to detail, Ability to work independently and as part of a team.

Required skills

* Diary Management

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* Travel Arrangements

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* Executive Team

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* Multiple Priorities

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* Stakeholder Management

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* Expense Reports

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