Job Summary
The Personal Assistant provides administrative and organizational support to assigned executives by managing schedules, meetings, travel arrangements, correspondence, and daily priorities while ensuring professionalism, confidentiality, and efficient coordination of executive activities.
Job Duties
- Adhere to all EXOS policies and procedures in every aspect of the role.
- Conduct regular diary meetings with assigned executives to review upcoming meetings and any additional requests.
- Manage and maintain the calendars of assigned executives, ensuring they are fully prepared for all meetings, engagements,and events, with relevant briefing notes provided.
- Assist with delegated projects and research to support assigned executives in their meeting preparation and decision-making.
- Schedule meetings between assigned executives, their direct reports, and the various committees, groups, internal teams, and external stakeholders they are involved with.
- Welcome and take care of guests and visitors of assigned executives, ensuring they are well looked after and provided with a positive experience.
- Prepare and send correspondence on behalf of assigned executives when required, maintaining professionalism and confidentiality.
- Keep the contact databases and business card records of assigned executives up to date, ensuring accurate and accessible information.
- Screen and manage phone calls, emails, and other communications for assigned executives, ensuring urgent matters are addressed promptly and efficiently.
- Proactively plan and prepare for meetings, ensuring all necessary documents, papers, presentations, and materials are ready in advance.
- Coordinate business travel for assigned executives, including arranging flights, hotels, transportation, travel itineraries, and meeting logistics, and accompany executives on business travel when required.
- Assist assigned executives with personal administrative arrangements, including booking personal travel, accommodations, scheduling personal appointments, coordinating family-related arrangements, and handling other personal requests with the highest level of discretion and confidentiality.
- Maintain the highest level of professionalism, discretion, and confidentiality when handling business and personal information.
