Job Summary

We are seeking a highly organized, proactive, and discreet Personal Assistant to provide comprehensive administrative and personal support. The ideal candidate will manage schedules, coordinate travel, handle correspondence, organize meetings, and assist with day-to-day tasks while maintaining confidentiality and professionalism.

Responsibilities

CEO’s Personal &

- Administrative Support

- Manage the CEO’s calendar, appointments, meetings and daily schedule.
- Receive and screen calls, messages and routine correspondence.
- Organise and coordinate meetings, including conference rooms, lunches and dinners.
- Maintain important files, records, documents and confidential information.
- Prepare and maintain reports, trackers and databases as required by the CEO.
- Handle CEO-related expenses, cash expense vouchers and credit card statements with supporting documents.
- Prepare reports, presentations, and meeting materials.
- Organize meetings, take minutes, and follow up on action items.
- Coordinate with vendors, service providers, and other stakeholders.
- Monitor expenses and prepare expense reports.

Travel &

- International Coordination

- Plan and coordinate domestic and international travel, including flights, rail, hotels and ground transportation.
- Prepare and maintain the CEO’s travel itinerary in Excel.
- Coordinate passport and visa applications, including USA, UK, and other countries.
- Arrange forex/currency requirements for international travel.
- Maintain and monitor airline and hotel loyalty points/miles and follow up for missing credits.
- Assist the CEO in organising and attending conferences, exhibitions, seminars and business events.

CEO’s Vehicle &

- Driver Management

- Manage car insurance, servicing, repairs and maintenance.
- Monitor car fuel expenses and usage.
- Coordinate and manage the driver’s schedule/roster.
- Ensure timely renewal of vehicle-related documents and insurance.

CEO’s Household &

- Personal Coordination





- Coordinate matters relating to house insurance and maintenance.
- Coordinate domestic support/services as required.
- Handle other personal administrative requirements entrusted by the CEO with complete confidentiality.

Family &

- School Coordination

- Coordinate with the children’s college for meetings, communications, appointments, events and other requirements as instructed.
- Maintain necessary schedules and follow-ups.

Business &

- Office Coordination

- Coordinate with internal teams and external stakeholders on behalf of the CEO.
- Organise and coordinate management/team meetings and maintain action points/follow-ups.
- Assist with office administration and routine coordination.
- Collect, compile and organise reports, records, files and business information required by the CEO.
- Follow up with concerned teams for pending matters and provide status updates to the CEO.
- Assist with project coordination and special assignments.
- Ensure deadlines and priorities are met.

Events &

- Client Hospitality

- Coordinate arrangements for business meetings, client lunches/dinners and other events.
- Arrange flowers, cakes, gifts and other hospitality requirements as directed by the CEO.
- Assist in ensuring smooth arrangements for important customers, business associates and visitors.

Key Competencies

- Excellent communication and interpersonal skills.
- Strong organisational and coordination abilities.
- High level of confidentiality, maturity and discretion.
- Excellent follow-up and time-management skills.
- Ability to manage multiple priorities simultaneously.
- Positive knowledge of MS Office, particularly Excel, Outlook/Calendar and PowerPoint.
- Professional, presentable and service-oriented personality.
- Ability to work with senior management, customers, vendors and internal teams.
- Willingness to work beyond regular office hours whenever required by the CEO.
- Strong attention to detail and ability to anticipate requirements.

Skills: administrative,pa,personal assistant

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