Personal Assistant

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. • Good 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.