Executive Assistant / Personal Assistant

Executive Assistant / Personal Assistant Role Description

An Executive Assistant / Personal Assistant provides high-level administrative, organizational, and operational support to executives, enabling them to focus on strategic responsibilities while maintaining smooth daily operations. This role requires exceptional judgment, discretion, and the ability to manage complex schedules, communications, and priorities with efficiency and professionalism. Acting as a trusted partner, the Executive Assistant coordinates workflows, anticipates needs, and ensures that the executive's time is used effectively.

Core responsibilities include managing calendars, arranging meetings, coordinating travel, preparing materials, and overseeing communication channels. The Executive Assistant serves as a gatekeeper by screening inquiries, drafting correspondence, and ensuring information is delivered clearly and promptly to stakeholders. The role often involves preparing presentations, maintaining records, and organizing documents to support executive decision-making and operational planning.

The Executive Assistant also manages logistics for events, coordinates cross-functional activities, and ensures follow-up on key initiatives. Additional tasks may include expense management, procurement support, and maintaining systems that track commitments, deadlines, and priorities. By maintaining structure, managing administrative processes, and proactively resolving issues, the Executive Assistant enables seamless workflow across all operational touchpoints.

A successful Executive Assistant / Personal Assistant demonstrates impeccable attention to detail, strong organizational instincts, and the ability to maintain confidentiality. The role requires excellent communication skills, adaptability, and a polished professional presence. With the capacity to handle shifting priorities and anticipate emerging needs, the Executive Assistant contributes significantly to the executive's productivity, team alignment, and overall organizational effectiveness.

Qualifications

• Exceptional organizational and time-management skills, with the ability to manage complex calendars and competing priorities.
• Strong written and verbal communication skills for drafting correspondence, preparing materials, and interacting with stakeholders.
• High level of discretion, integrity, and professionalism when handling confidential information.
• Ability to coordinate travel, meetings, logistics, and administrative workflows with accuracy and efficiency.
• Strong proficiency with productivity tools, scheduling platforms, and document management systems.
• Attention to detail and the ability to maintain accuracy across documents, reports, and communications.
• Problem-solving skills with a proactive, resourceful approach to anticipating needs and addressing challenges.
• Ability to collaborate across teams while maintaining a polished and service-oriented demeanor.