Personal Assistant job description

Job brief

We are seeking a highly professional Personal Assistant to provide comprehensive executive support to our senior leadership team. In this role, you will manage complex scheduling across global operations, coordinate high-stakes travel arrangements, and handle confidential communications with discretion and precision. You will work closely with C-level executives, board members, and external partners to ensure seamless operations and exceptional service delivery. This position offers the opportunity to work at the executive level of our organization while developing expertise in high-level administrative management and strategic coordination.

What is a Personal Assistant?

A Personal Assistant is an executive support professional who manages high-level administrative functions including calendar coordination, travel planning, document preparation, and confidential correspondence for C-suite executives or senior managers. Working with tools such as Microsoft Office Suite, Concur expense management, and scheduling platforms like Calendly or Acuity, Personal Assistants serve as the central coordination hub for executive workflow and external communications. Their role is critical to executive productivity, ensuring seamless operations and enabling senior leadership to focus on strategic decision-making rather than administrative tasks.

What does a Personal Assistant do?

A Personal Assistant manages complex executive calendars across multiple time zones, coordinates domestic and international travel itineraries using platforms like Concur or Expensify, and prepares board meeting materials, presentation decks, and confidential reports. They screen and prioritize incoming calls and emails through systems like Outlook or Gmail, schedule video conferences via Zoom or Teams, and maintain relationships with key stakeholders including board members, investors, and vendor representatives. Personal Assistants also handle expense reporting, invoice processing, and coordinate special events or client entertainment, often managing budgets and vendor relationships for executive functions.

Key responsibilities

• Manage complex executive calendars using Outlook or Google Workspace, coordinating meetings across multiple time zones and resolving scheduling conflicts with diplomacy and efficiency
• Arrange comprehensive travel itineraries including flights, accommodations, ground transportation, and visa requirements using corporate booking platforms and expense management systems
• Prepare confidential board presentations, financial reports, and executive briefing materials using PowerPoint, Excel, and collaborative document platforms
• Screen and prioritize executive communications including calls, emails, and meeting requests, serving as the primary gatekeeper for senior leadership access
• Coordinate high-profile events, client entertainment, and corporate functions, managing vendor relationships, budgets, and logistics from conception to execution
• Process expense reports, invoices, and reimbursements using systems like Concur, Expensify, or SAP, ensuring compliance with corporate financial policies
• Maintain confidential filing systems, contact databases, and executive records using CRM platforms and secure document management systems
• Support executive decision-making by conducting research, preparing briefing documents, and coordinating with internal departments and external consultants

Requirements and skills

• Proficiency in Microsoft Office Suite (Outlook, Excel, PowerPoint, Word) and Google Workspace for document creation, calendar management, and communication
• Experience with travel booking platforms such as Concur, Egencia, or corporate travel management systems for complex itinerary coordination
• 3+ years of executive assistant or personal assistant experience supporting C-level executives, senior management, or high-net-worth individuals
• Demonstrated ability to handle confidential information with absolute discretion, including financial data, strategic plans, and personnel matters
• Strong project management skills with experience coordinating events, meetings, and multi-stakeholder initiatives within budget and timeline constraints
• Excellent written and verbal communication abilities, capable of representing executives professionally in correspondence and phone interactions with board members and external partners
• Bachelor's degree in Business Administration, Communications, or related field, or equivalent combination of education and relevant experience
• Advanced organizational skills with proven ability to manage competing priorities, tight deadlines, and last-minute changes while maintaining attention to detail

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