Executive Personal Assistant

Roles and responsibilities

• Greet visitors and direct them to the appropriate departments or individuals
• Managing the daily/weekly/monthly agenda and arrange new meetings and appointments
• Answer telephones and respond to inquiries via telephone or email
• Book meeting rooms, set up conference calls and take messages and minutes during meetings
• Perform administrative tasks, including filing and photocopying
• Write emails, memos and letters
• Manage database entry and client files
• Check frequently the levels of office supplies and place appropriate orders
• Organize and distribute messages to the managers
• Make and confirm travel arrangements
• Prepare and mail outgoing correspondence
• Maintain confidential department files/records
• Perform routine bookkeeping tasks
• Undertake occasional receptionist duties if needed

Qualifications

• Effective communication and inter-personal skills
• Excellent follow up skills.
• Good numerical skills and an understanding of statistics.
• Good analytical and reporting skills
• Problem-solving skills.
• Team working skills.
• Able to demonstrate rational judgement, and identify key decision drivers.
• Bachelor degree in Business Management, Business Administration or any related field.

• Organizational Skills: Exceptional ability to manage multiple tasks, schedules, and priorities efficiently.

• Time Management: Proficiency in prioritizing tasks and managing deadlines to ensure the executive's time is optimized.

• Communication Skills: Strong verbal and written communication skills for drafting correspondence, taking meeting notes, and interacting with stakeholders.

• Discretion and Confidentiality: Ability to handle sensitive information with discretion and maintain confidentiality at all times.

• Problem-Solving: Capacity to anticipate issues and proactively find solutions, often with little direction.

• Tech Savvy: Proficiency in using various office software (e.g., Microsoft Office, Google Workspace) and tools for scheduling, project management, and communication.

• Interpersonal Skills: Strong interpersonal skills to build relationships with colleagues, clients, and other stakeholders.

• Attention to Detail: Keen attention to detail to ensure accuracy in scheduling, documentation, and reporting.

Desired candidate profile

An Executive Personal Assistant (EPA) provides high-level administrative support to executives, helping them manage their time, priorities, and tasks effectively. Here are key skills and qualities essential for this role:

1. Organizational Skills: Exceptional ability to manage multiple tasks, schedules, and priorities efficiently.

2. Time Management: Proficiency in prioritizing tasks and managing deadlines to ensure the executive's time is optimized.

3. Communication Skills: Strong verbal and written communication skills for drafting correspondence, taking meeting notes, and interacting with stakeholders.

4. Discretion and Confidentiality: Ability to handle sensitive information with discretion and maintain confidentiality at all times.

5. Problem-Solving: Capacity to anticipate issues and proactively find solutions, often with little direction.

6. Tech Savvy: Proficiency in using various office software (e.g., Microsoft Office, Google Workspace) and tools for scheduling, project management, and communication.

7. Interpersonal Skills: Strong interpersonal skills to build relationships with colleagues, clients, and other stakeholders.

8. Attention to Detail: Keen attention to detail to ensure accuracy in scheduling, documentation, and reporting.

9. Adaptability: Flexibility to adapt to changing priorities and dynamic work environments.

10. Project Management: Skills in managing projects, including organizing events, coordinating travel, and overseeing tasks to completion.