Personal Assistant

Job Description

ROLES:

We are looking for a dynamic and highly organized Personal Assistant to CEO & Managing Director, who will act as a trusted right-hand partner in managing daily operations and providing both executive and discreet personal support where needed. This position plays a key role in:

· Supporting day-to-day executive management activities;

· Coordinating internal and external communications;

· Overseeing documentation and scheduling flows;

· And when appropriate, offering personal assistance in select matters to ensure the CEO’s time and focus are optimized effectively.

· This role also includes reviewing documents, assisting with compliance matters, and ensuring efficient information flow between the Board of Directors and departments.

RESPONSIBILITIES:

Executive Support

· Manage appointments, schedules, calendars, and travel arrangements, ensuring all engagements are organized and deadlines are met.

· Proactively resolve scheduling conflicts and ensure seamless coordination across departments and stakeholders.

· Arrange travel logistics including flight bookings, hotel accommodations, car services, visa processing, etc., for the CEO, MD, and other business teams when required.

· Track and follow up with departments to submit documents and reports requiring the CEO & MD’s review or approval; ensure timely execution of delegated tasks.

Document & Compliance Management

· Oversee and ensure secure, accurate handling of all documentation needing signature and review.

· Maintain organized records of contracts, signed documents, and official correspondence.

· Assist in managing the departmental budget: plan, monitor expenses, and ensure alignment with company financial policies.

Reporting & Coordination

· Collect and synthesize information from relevant departments to prepare briefing notes or reports for the CEO & MD.

· Assist in preparing presentation materials and reports as requested.

· Collaborate with the HR Department to support the organization of internal company events, ensuring smooth coordination and representation from the Executive Office.

Personal Support (as needed)

· Provide confidential and respectful support to the CEO in selected personal or lifestyle-related matters where appropriate (e.g. personal scheduling, coordination of private appointments, or related arrangements).

· Maintain professionalism and discretion in handling sensitive or private information, ensuring trust and alignment with executive preferences.

Other Duties

· Perform additional tasks as assigned by the Line Manager or as business priorities evolve

Job Requirement

1.     Qualification:

·     College, Bachelor’s degree or relevant certificate.

2.    Experience:

·     Minimum of 2 years' experience in a similar Personal Assistant or Executive Assistant role, preferably in a high-level corporate or international working environment.

3.    Skill/ competence:

·     High level of English proficiency, both written and verbal.

·     Strong interpersonal and communication skills with the ability to work across all levels of the organization.

·     Meticulous, trustworthy, and highly organized with strong time management.

·     Discreet and professional in handling confidential or sensitive matters.

·     Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook).

·     Comfortable working under pressure in a fast-paced, dynamic environment.