Personal Assistant

As the Personal Assistant (PA) to the Director, you will serve as a critical bridge between the Director's vision and the company's daily execution. This role is a hybrid of executive support, HR coordination, and office management, requiring high levels of confidentiality, organization, and a proactive mindset.

1. Executive Support & Daily Operations

• Calendar Management: Proactively manage the Director's schedule, prioritizing meetings and resolving scheduling conflicts.
• Communication Bridge: Act as the first point of contact for internal and external stakeholders; filter emails and phone calls.
• Travel Coordination: Arrange end-to-end travel itineraries, including flights, accommodation, and visas.
• Meeting Support: Prepare agendas, attend meetings to take minutes, and track follow-up actions to ensure deadlines are met.
• Document Management: Draft professional correspondence, reports, and presentations on behalf of the Director.

2. HR Operations & Recruitment

• Hiring Coordination: Post job advertisements on various platforms and manage the applicant tracking system.
• Interview Scheduling: Screen initial resumes and coordinate interview timings between candidates and the hiring panel.
• Onboarding: Prepare orientation kits for new hires and facilitate the administrative setup (IT access, workstations, etc.).
• Employee Records: Maintain updated digital and physical employee files, ensuring strict confidentiality of sensitive data.

3. Company Events & Culture

• Event Planning: Lead the organization of company-wide events, such as town halls, team-building retreats, and festive celebrations.
• Vendor Management: Source and liaise with external vendors (catering, venues, printers) to ensure high-quality delivery within budget.
• Office Morale: Assist the Director in implementing initiatives that improve office culture and employee engagement.

4. General Office Administration

• Office Maintenance: Ensure the office environment is professional and well-stocked; manage supplies and equipment maintenance.
• Expense Management: Track and process the Director's expenses and assist in basic bookkeeping/invoicing tasks if required.
• Compliance: Assist in ensuring the company remains compliant with local labor laws and workplace safety regulations.

Requirements & Qualifications

• Experience: 2–4 years of experience in an Assistant or HR Admin role.
• Communication: Exceptional command of English (written and verbal); ability to communicate with high-level executives.
• Discretion: Proven ability to handle highly confidential information with integrity.
• Tech Savvy: Proficiency in Google Workspace/Microsoft Office; experience with HRIS or recruitment software is a plus.
• Personality: A gatekeeper mentality—protective of the Director's time while remaining approachable to the team.