Personal Assistant (Associate Level)

The Personal Assistant (Associate Level) will provide administrative, operational, and coordination support to the CEO, ensuring the smooth execution of executive priorities, business operations, projects, events, and stakeholder engagements. The role requires a highly organised, proactive, and commercially aware individual who can manage competing priorities, anticipate needs, maintain confidentiality, and ensure that actions and deliverables are followed through to completion.

The Personal Assistant will work closely with the CEO, internal teams, clients, suppliers, and other external stakeholders, acting as a key coordination point across the business.

Key Responsibilities

Administrative & Executive Support

• Manage the CEO's calendar, meetings, appointments, travel arrangements, and day-to-day schedule.
• Manage and prioritise incoming emails, correspondence, requests, and follow-ups on behalf of the CEO.
• Prepare meeting agendas, briefs, presentations, reports, minutes, and other administrative and business documents.
• Track decisions, action points, deadlines, and outstanding items arising from meetings and ensure timely follow-through.
• Support the CEO with day-to-day coordination and execution of business priorities.
• Handle confidential business, financial, client, employee, and executive information with a high level of discretion.

Business Operations & Reporting

• Support the CEO in monitoring business priorities, workplans, deadlines, and key deliverables.
• Assist with preparation of weekly, monthly, and quarterly management reports and business reviews.
• Maintain operational trackers and systems to improve visibility, accountability, and follow-through across the business.
• Support the coordination of internal meetings, planning sessions, reviews, and team activities.
• Identify administrative or operational gaps and proactively recommend practical solutions.
• Assist with documentation, process improvement, digitalisation, and implementation of systems that improve efficiency and accountability.

Finance & Business Administration

• Support bookkeeping and maintenance of accurate financial and administrative records.
• Assist with invoicing, purchase orders, payment follow-ups, expense tracking, and financial documentation.
• Support the preparation and monitoring of project and operational budgets.
• Maintain budget and expenditure trackers and flag variances or outstanding financial matters.
• Coordinate with Finance and other relevant teams on invoices, payments, reconciliations, documentation, and outstanding issues.
• Assist with preparation of financial reports, management summaries, and information required for business reviews.

Supplier & Stakeholder Management

• Coordinate communication and follow-ups with suppliers, vendors, clients, partners, and other external stakeholders.
• Request, compare, organise, and track quotations and supplier documentation.
• Follow up on deliverables, timelines, invoices, payments, and outstanding supplier requirements.
• Maintain accurate supplier records and documentation.
• Build professional working relationships with internal and external stakeholders and represent the CEO and company professionally.

General Office & Records Management

• Maintain organised and accessible physical and digital filing systems.
• Maintain accurate records, contracts, correspondence, reports, financial documents, and project documentation.
• Support general office administration and coordination as required.
• Ensure important deadlines, renewals, documentation, and administrative requirements are tracked and actioned.

Key Competencies & Personal Attributes

• Highly organised with exceptional attention to detail.
• Strong prioritisation and time-management skills.
• Proactive, resourceful, and able to anticipate needs.
• Strong follow-through and accountability.
• Comfortable working in a fast-paced, deadline-driven environment.
• Able to manage multiple projects and competing priorities simultaneously.
• Excellent written and verbal communication skills.
• High level of professionalism and emotional intelligence.
• Strong interpersonal and stakeholder-management skills.
• Good judgement and discretion when handling confidential information.
• Confident working with senior executives, clients, suppliers, and external partners.
• Adaptable and comfortable with changing priorities.
• Strong team player who can also work independently.
• Quick learner with the ability to understand new systems and processes.
• High level of integrity, discretion, and confidentiality.

Qualifications & Experience

• Bachelor's degree in a related field required.
• Strong working knowledge of Microsoft Office and Google Workspace is required.
• Previous experience as a Personal Assistant, Executive Assistant, Executive Office Assistant, Operations Assistant, Project Coordinator, or in a similar role is an added advantage.
• Experience supporting a CEO, Managing Director, business owner, or senior executive is highly advantageous.
• Experience in an events, marketing, creative, agency, hospitality, or similarly fast-paced environment is an advantage.

Employment Details

• Role Title: Personal Assistant (Associate Level)
• Work Arrangement: Hybrid (80% Remote / 20% In-Office)