Executive Personal Assistant

Job Summary

The Personal and Executive Assistant will provide a blend of administrative, organizational, and personal support to the President of Reliant Mortgage, ensuring seamless daily operations. This role involves managing executive-level tasks such as calendar management, meeting coordination, and strategic support, while also handling personal errands and household tasks. The ideal candidate is highly organized, proactive, and adaptable to a dynamic, fast-paced environment.

Key Responsibilities

Executive Assistant Responsibilities

• Calendar Management: Organize and manage complex schedules, ensuring all appointments, meetings, and events are prioritized and conflicts are resolved.
• Meeting Coordination: Prepare agendas, take detailed minutes, and follow up on action items from meetings.
• Travel Arrangements: Plan and coordinate detailed travel itineraries, including flights, accommodations, transportation, and visas.
• Correspondence Management: Draft, proofread, and manage professional communication, including emails, reports, and presentations.
• Stakeholder Liaison: Act as the first point of contact for internal and external stakeholders, maintaining professionalism and discretion.
• Data Management: Maintain accurate records and organize files for quick retrieval.
• Project Management: Assist with planning and executing business projects, ensuring deadlines are met and deliverables are high-quality.
• Confidential Support: Handle sensitive business and personal information with utmost confidentiality and professionalism.

Personal Assistant Responsibilities

• Errands and Tasks: Manage personal errands such as shopping, reservations, and scheduling appointments (e.g., doctor, salon).
• Household Management: Coordinate with vendors and service providers for maintenance, deliveries, and other home-related needs.
• Event Planning: Assist in organizing personal and professional events, including logistics and invitations.
• Budgeting: Handle personal expense tracking and manage reimbursements or petty cash as needed.
• Special Requests: Provide support with unique personal tasks, such as gift purchasing, family arrangements, or pet care.
• Social media: Handle LinkedIn, Facebook, & other social platforms acting as the President
• Property Management: Handle Tenants, Maintenance Request and Negotiating with Handymen for Projects
• Note Taking: Participate in Meetings & take notes to ensure task are completed

Hybrid Responsibilities

• Act as a gatekeeper, managing incoming requests and prioritizing them effectively.
• Research and compile data for projects, reports, or presentations.
• Monitor deadlines and ensure all critical tasks are completed on time.
• Build strong relationships with internal teams and external partners to facilitate smooth communication.

Key Qualifications

• Proven experience as a Personal Assistant, Executive Assistant, or similar role.
• Exceptional organizational and time-management skills.
• Strong written and verbal communication skills.
• Ability to manage multiple tasks with competing priorities.
• Proficiency in [specific tools, e.g., Microsoft Office, Google Workspace, or scheduling software].
• Discretion and confidentiality in handling sensitive matters.

Preferred Skills

• Experience in project management and event planning.
• Familiarity with [specific industries, e.g., finance, real estate, healthcare].
• Tech-savvy, with experience using task management tools (e.g., Asana, Trello).