Personal Assistant to Chief Executive Officer

6 days ago

india Hartwell Companies Full time

Purpose of the job

A highly organized and proactive Personal Assistant to provide comprehensive administrative support to CEO. The successful candidate will play a crucial role in managing both professional and personal aspects of the CEO's life. Manage a variety of tasks, ensuring the executive’s schedule runs smoothly and efficiently. Here are the key responsibilities:


Supporting CEO’s Personal and Family Schedules

Calendar Management :

  • Organize and maintain the CEO’s personal and family calendar.
  • Schedule appointments, meetings, and events for the CEO and family members.
  • Coordinate with family, friends, and service providers to avoid conflicts.
  • CEO’s meeting management in his absence, taking minutes of meetings

Travel Arrangements :

  • Plan and book personal and family travel, including flights, accommodations, and transportation.
  • Prepare detailed itineraries and handle any changes or cancellations.

Event Planning :

  • Assist in planning and organizing personal events such as family gatherings, celebrations, and vacations.
  • Coordinate with venues, caterers, and other vendors to ensure smooth execution.

Household Management :

  • Oversee household staff and manage schedules.
  • Coordinate home maintenance, repairs, and other domestic services.

Errands and Personal Tasks :

  • Ensure timely completion of tasks to minimize disruptions to the CEO’s schedule.


Supporting CEO’s Administrative Tasks

Email and Correspondence :

  • Manage and prioritize the CEO’s email inbox.
  • Draft, review and send communications on behalf of CEO
  • Preparing and managing correspondence, documents, memorandums and reports
  • Manage Follow-ups and remainders of tasks & projected related works

Documentation and Filing :

  • Organize and maintain personal and family documents, such as passports, insurance papers, and medical records.
  • Handle filing and retrieval of important documents.

Communication Management :

  • Act as a point of contact between the CEO and external parties for personal matters.
  • Screen calls and manage communication flow.

Financial Administration :

  • Assist with personal financial management, including bill payments, expense tracking, and budgeting.
  • Liaise with financial advisors, accountants, and other professionals.

Appointment Scheduling :

  • Schedule and manage personal appointments, such as medical check-ups, fitness sessions, and social engagements.
  • Coordinate reminders and follow-ups.


Additional Responsibilities

Confidentiality and Discretion :

  • Maintain a high level of confidentiality regarding the CEO’s personal and professional matters.
  • Handle sensitive information with discretion and integrity.

Flexibility and Adaptability :

  • Be prepared to handle urgent tasks and changes in plans.
  • Adapt to the CEO’s dynamic and fast-paced lifestyle.

Proactive Problem Solving :

  • Anticipate needs and potential issues before they arise.
  • Provide solutions to streamline the CEO’s personal and professional life by efficiently managing these responsibilities, a personal assistant can significantly reduce the CEO’s workload, allowing them to focus on strategic business priorities while maintaining a balanced personal life.


Skills and Competencies required:

  • +5 years Proven experience as a Personal Assistant or in a similar role. (International role preferred)
  • Excellent organizational and time-management skills.
  • Strong verbal and written communication abilities.
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
  • Ability to multitask and prioritize effectively.
  • Discretion and confidentiality.
  • Proactive and able to anticipate the needs of the executive.
  • Strong attention to detail.
  • Knowledge of office management systems and procedures.
  • Familiarity with travel booking systems and processes.

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