Personal Assistant to the CEO / President

Job Description

Job Overview :

The Personal Assistant to the CEO / President cum Administrative Executive is responsible for providing comprehensive support to the CEO / President, ensuring their daily operations are effectively managed. This role also encompasses administrative duties to maintain smooth office operations.

1. Personal Assistance to the CEO / President :

Manage the CEO’s calendar, schedule meetings, and coordinate appointments.

Screen and prioritize incoming communications (emails, calls, etc.) and respond on behalf of the CEO when appropriate.

Prepare, proofread, and edit correspondence, reports, presentations, and other documents as needed.

Plan and arrange travel itineraries, accommodation, and transportation for the CEO.

Prepare business trip proposals and submit travel expense claims for timely reimbursement.

Act as the primary point of contact between the CEO and internal / external stakeholders.

Handle confidential information with discretion and professionalism.

Arrange and manage personal service schedules, including home repairs or services.

Organize corporate events, receptions, and other functions hosted by the CEO.

Ensure the CEO’s office operates efficiently, including managing office supplies and equipment.

Maintain organized filing systems while safeguarding sensitive information.

2. Office Administrative Support :

Track, file, and maintain administrative records and documents.

Assist with reception duties, including welcoming guests and managing incoming / outgoing calls and couriers.

Monitor office equipment and supplies, ensuring timely maintenance and replenishment.

Support ad-hoc administrative tasks such as document stamping and invoice follow-ups.

Coordinate with departments to facilitate smooth communication and workflow.

Assist in organizing company meetings and events, including budgeting, post-event reporting, and liaising with vendors.

Handle business card production for employees.

Follow up with vendors on monthly invoices.

Requirements

Education :

Bachelor’s degree in Business Administration, Communications, or a related field is preferred.

Experience :

Minimum 1 year of experience as a personal assistant or in a similar administrative role.

Demonstrated experience managing complex schedules, travel arrangements, and high-level meetings.

Skills :

Excellent organizational and time-management abilities.

Strong written and verbal communication skills.

Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.

Ability to handle multiple tasks simultaneously and perform under pressure.

Culturally adaptable, with experience working in international teams.

Familiarity with communication tools such as Microsoft Teams, Zoom, or other collaboration platforms.

Attributes :

High integrity and professionalism.

Discreet and capable of managing confidential information.

Strong attention to detail and problem-solving skills.

Proactive, adaptable, and maintains a positive attitude.