Position Overview: As a Personal Assistant to the Chairman, you will play a pivotal role in providing high-level administrative and organizational support to the Chairman of the company. You will be responsible for managing the Chairman's schedule, coordinating meetings, handling communications, and ensuring the smooth operation of the Chairman's office. This role requires a high level of professionalism, discretion, and the ability to anticipate the Chairman's needs.
Schedule Management: Manage the Chairman's calendar, schedule appointments, meetings, and events.
Coordinate and prioritize appointments, ensuring efficient use of the Chairman's time.
Prepare and provide daily schedules, agendas, and necessary materials for meetings.
Communication: Handle incoming and outgoing communication on behalf of the Chairman, including emails, phone calls, and written correspondence.
Draft, review, and edit documents, letters, and reports for the Chairman's signature.
Screen and filter communications, redirecting or responding as appropriate.
Meeting Coordination: Arrange and coordinate meetings, conferences, and events, both internal and external.
Prepare meeting agendas, materials, presentations, and minutes.
Ensure meeting venues and necessary equipment are organized and ready.
Travel Arrangements: Plan and coordinate all travel arrangements for the Chairman, including flights, accommodations, transportation, and itinerary planning.
Anticipate travel needs and address any changes or disruptions.
Confidentiality and Discretion: Maintain strict confidentiality of sensitive information and discussions.
Handle sensitive and confidential matters with discretion and professionalism.
Information Management: Organize and maintain files, records, and documents related to the Chairman's activities.
Keep track of important deadlines, follow-ups, and tasks to ensure timely completion.
Relationship Management: Build and maintain positive relationships with internal and external stakeholders.
Liaise with senior executives, board members, clients, and partners on behalf of the Chairman.
Project Support: Assist the Chairman in special projects, research, and initiatives as required.
Prepare reports, presentations, and data analysis as requested.
Qualifications and Skills:
This role typically operates in a professional office environment. Some flexibility in working hours may be required to accommodate the Chairman's schedule and urgent matters.