The Personal Assistant to the Chairman is responsible for providing comprehensive administrative and personal support to the Chairman. This role involves managing his calendar, coordinating meetings and travel, preparing documentation, and ensuring smooth communication between the Chairman and internal as well as external stakeholders. The ideal candidate is highly organized, discreet, and capable of managing multiple tasks in a dynamic environment.
Key Responsibilities:
Calendar & Schedule Management:
Organize and manage the Chairman’s daily, weekly, and monthly schedules.
Coordinate and set up meetings, appointments, and conference calls.
Prioritize and manage conflicting demands, ensuring all engagements are streamlined.
Travel & Logistics Coordination:
Arrange detailed travel itineraries including flights, accommodations, and transportation.
Prepare necessary documentation for business trips and coordinate any related logistics.
Communication & Correspondence:
Draft, review, and manage correspondence, reports, and presentations on behalf of the Chairman.
Act as a liaison between the Chairman and various internal departments as well as external partners.
Screen calls, emails, and visitors, ensuring that communications are handled promptly and professionally.
Meeting Coordination & Documentation:
Prepare agendas, compile meeting materials, and take minutes during meetings.
Follow up on action items and ensure timely completion of tasks.
Administrative & Personal Support:
Manage confidential and sensitive information with the highest degree of discretion.
Maintain and organize files, records, and databases.
Assist with personal tasks and errands as needed to support the Chairman’s day-to-day activities.
Event & Project Support:
Help coordinate special events, presentations, and internal projects.
Assist in preparing reports and tracking the progress of ongoing initiatives.
Education:Bachelor’s degree in Business Administration, Management, or a related field.Additional certifications in office administration or executive support are a plus.Experience:At least 3 years of experience in an executive support or personal assistant role, preferably in a corporate or healthcare environment.Demonstrated experience in managing high-level schedules, travel arrangements, and confidential communications.Skills & Competencies:Organizational Skills:Exceptional ability to multitask, prioritize, and manage time efficiently.Strong attention to detail with a proactive approach to problem-solving.Communication:Excellent verbal and written communication skills in English.Ability to draft clear, professional correspondence and reports.Interpersonal Skills:Strong interpersonal and negotiation skills.Ability to work collaboratively with a variety of internal and external stakeholders.Technical Proficiency:Proficiency in MS Office suite (Word, Excel, PowerPoint) and scheduling/calendar management tools.Familiarity with digital communication tools and office productivity software.Discretion & Confidentiality:Ability to handle sensitive and confidential information with utmost discretion and integrity.High level of professionalism and commitment to maintaining confidentiality.Flexibility & Adaptability:Ability to adapt to a fast-paced, dynamic work environment and manage changing priorities.Strong problem-solving skills and a proactive approach to managing challenges.Additional Requirements:Strong analytical and decision-making skills.Ability to work independently while also being a supportive team member.High level of initiative and the ability to work under minimal supervision.