What are the responsibilities and job description for the Personal Assistant position at Glow Services Corp?
As PA you will be responsible for providing high-level administrative support to the executive team, with primary focus on Executive Chairman, including managing schedules, coordinating meetings, handling communications, and assisting with special projects. This role requires a highly organized and detail-oriented individual with excellent communication skills and the ability to handle confidential information with discretion.
Key Responsibilities
1) Administrative Support :
Manage and maintain the executive team's calendars, including scheduling and coordinating meetings, appointments, and travel arrangements.
Prepare and organize documents, presentations, and reports for meetings and other executive needs.
Handle incoming communications, including emails, phone calls, and letters, and respond on behalf of the executive team as needed.
Screen and prioritize communications, ensuring urgent matters are addressed promptly.
2) Meeting Coordination :
Arrange and coordinate meetings, including preparing agendas, distributing meeting materials, and taking minutes.
Ensure follow-up on action items from meetings, tracking progress and deadlines.
Liaise with internal and external stakeholders to coordinate meetings and events.
3) Project Management :
Assist with the planning and execution of special projects and initiatives led by the executive team.
Monitor project timelines and deliverables, ensuring tasks are completed on time.
Provide research and analysis support as needed for various initiatives.
4) Confidentiality and Discretion :
Handle sensitive and confidential information with the utmost discretion.
Maintain the confidentiality of privileged information and ensure secure handling of documents.
5) Travel and Event Planning :
Arrange domestic and international travel, including flights, accommodations, transportation, and itineraries.
Plan and coordinate executive team events, off-sites, and retreats.
6) Office Management :
Ensure the executive office operates efficiently, managing supplies, equipment, and facilities as needed.
Liaise with other departments to ensure smooth inter-departmental communication and cooperation.
Qualifications
Education :
Bachelor’s degree in Business Administration, Communications, or a related field preferred.
Experience :
Minimum of 5 years of experience as an Executive Assistant or in a similar role supporting C-level executives.
Experience in a fast-paced, dynamic environment is highly desirable.
Skills :
Exceptional organizational and time management skills.
Strong written and verbal communication skills.
Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
Ability to work independently with minimal supervision and prioritize tasks effectively.
Strong problem-solving skills and attention to detail.
Ability to maintain a high level of professionalism and confidentiality.
Personal Attributes
Proactive and self-motivated with a strong sense of initiative.
High level of integrity and ethical conduct.
Ability to remain calm and composed under pressure.
Strong interpersonal skills and the ability to build positive relationships with colleagues at all levels.
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