Job description
Private Advertiser is seeking an experienced Executive Personal Assistant to provide high-caliber support to the director. In this pivotal role, you will act as the right hand, orchestrating daily operations, ensuring flawless execution of tasks, and safeguarding confidential information in a fast-moving environment. The ideal candidate is discreet, service-minded, and excels at prioritizing a dynamic to-do list while maintaining a proactive mindset to anticipate needs.
Your core responsibilities will include managing the director's communicationsâhandling internal messages and external correspondence with clarity and professionalismâpreparing and editing reports, briefs, and presentations, and ensuring materials are delivered on time and to the highest standard. You will coordinate calendars, arrange travel, meetings, and events, and support meeting logisticsâfrom agenda creation to minute taking and action-item tracking.
In collaboration with other departments, you will streamline administrative processes, maintain meticulous records, and optimize workflows to maximize executive productivity. You will also act as a trusted liaison with clients, partners, and stakeholders, representing the director with tact and diplomacy, both in person and virtually. This role offers a compelling mix of strategic input and hands-on administration, with opportunities to drive efficiency initiatives that enhance business operations.
We are looking for a resourceful communicator who can balance multiple priorities, deliver polished documentation, and uphold high standards of confidentiality and integrity. If you thrive in a dynamic corporate setting and are motivated by supporting senior leadership to achieve organizational goals, we would love to hear from you.
Responsibility
- Manage the director's internal and external communications, including drafting, editing, and proofreading emails, memos, reports, and presentations with confidentiality and professional tone.
- Coordinate the director's calendar, schedule meetings, arrange travel and accommodations, and ensure timely reminders and prioritization of commitments.
- Prepare, edit, and format reports, briefing documents, PowerPoint decks, and other materials; ensure accuracy and accessibility for stakeholders.
- Oversee meeting logistics: prepare agendas, take minutes, capture action items, and follow up to drive timely completion.
- Serve as a gatekeeper and primary point of contact for the director, filtering inquiries and prioritizing requests from executives, staff, clients, and partners.
- Maintain meticulous records, files, and documentation; implement efficient filing systems and data organization to support decision-making.
- Coordinate cross-functional collaboration by liaising with teams across the organization to support special projects and events.
- Handle confidential information with discretion and integrity, upholding the director's privacy and corporate compliance standards.
Qualification
- Proven experience as an Executive Assistant or Personal Assistant supporting C-suite or senior leadership (3+ years preferred).
- Strong organizational and time-management skills with the ability to manage competing priorities and tight deadlines.
- Excellent written and verbal communication; professional, courteous, and discreet in all interactions.
- Proficiency with office productivity tools (Microsoft 365 or Google Workspace), calendar management, and presentation software (PowerPoint/Google Slides).
- High attention to detail, problem-solving mindset, and proactive approach to anticipate needs.
- Ability to work independently and as part of a fast-paced team; comfortable with changing priorities and urgent requests.
- Diploma or degree in business administration, communications, or related field; equivalent experience considered.
- Self-motivated, proactive, and takes ownership of tasks with minimal supervision.