Director's Personal Assistant

Responsibilities:

Administrative Support:

• Coordinate and manage the Director’s calendar, including meetings, appointments, and events.
• Prioritise and schedule meetings to optimize the Director’s time.
• Organise and prepare for meetings by providing agendas, briefings, and supporting materials.
• Maintain accurate physical and digital records, ensuring confidentiality and easy retrieval.
• Ensure all documents are systematically filed both in hard copy and soft copy formats for easy access and organization.
• Prepare reports, presentations, and data analysis to support decision-making.
• Handle day-to-day office management tasks, including expense reports and procurement.

Communication and Correspondence:

• Act as a liaison between the Director and other teams to ensure smooth communication.
• Handle and prioritize correspondence, including emails, phone calls, and inquiries.
• Draft, edit, and proofread emails, letters, reports, and presentations on behalf of the Director.
• Serve as the primary point of contact for internal and external stakeholders.
• Assist in drafting and editing various forms of written communication, such as memos, reports, and presentations.

Travel and Logistics Coordination:

• Plan and manage domestic and international travel, including visa applications, flights, accommodation, and itineraries.
• Ensure travel plans align with the Director’s schedule and preferences.
• Oversee logistics for meetings, events, and office operations, including supplies and equipment.

Project Management and Research:

• Support the Director in planning and executing projects or events.
• Research assigned topics and compile findings into actionable reports.
• Track project progress and provide updates to ensure deadlines are met.
• Assist in the planning, coordination, and execution of various projects.
• Monitor project timelines, track progress, and provide regular updates.
• Manage the implementation of events and coordinate events hosted by the Director which may involve managing guest lists, coordinating logistics, and procurement and ensuring that all event-related materials are prepared and organised.

Stakeholder and Relationship Management:

• Build and maintain relationships with key internal and external stakeholders, including high-level contacts.
• Develop and manage a comprehensive contact database to foster and maintain professional relationships.
• Manage communication with board members, trustees, and other professionals on behalf of the Director.
• Ensure guests and visitors are welcomed, and attended to, and their needs are met professionally.

Expense and Household Management:

• Document and manage daily expenses efficiently for professional and household-related activities.
• Oversee the organisation of household operations, ensuring smooth running.
• Oversee household projects and ensure management of domestic staff.
• Support with family-related responsibilities, including childcare arrangements and other personal tasks.
• Any other duties relevant to the needs of the Director and as directed.

Data Protection and Confidentiality:

• Uphold strict confidentiality standards when handling all executive and personal information.
• Ensure compliance with data protection regulations and internal policies.

Requirements:

• 3-5 years of proven experience in a similar role supporting senior executives or directors.
• The ideal candidate should have a background in both finance and IT.
• Strong organizational and time-management skills, with excellent attention to detail.
• Excellent written and verbal communication abilities.
• Proficiency in MS Office, Google Suite, and other scheduling and office tools.
• Ability to take initiative and work in a fast-paced environment.
• High level of discretion and professionalism when handling sensitive information.
• Must be able to drive and possess a valid driver’s license.