CEO Personal Assistant

Job Summary:

Personal Assistant duties and responsibilities include scheduling meetings and appointments, making office supplies arrangements, greeting visitors, and providing general administrative support to our employees. Previous experience as a Front Office Manager or Office Administrator would be an advantage. A successful Personal Assistant should also have experience with a variety of office software (email tools, spreadsheets, and databases) and be able to accurately handle administrative duties. Ultimately, the Personal Assistant should be able to ensure the smooth running of the office and help to improve company procedures and day-to-day operation

Key Responsibilities:

• Schedule meetings and appointments

• Organize the office layout and order stationery and equipment

• Maintain the office condition and arrange necessary repairs

• Partner with HR to update and maintain office policies as necessary

• Organize office operations and procedures

• Coordinate with the IT department on all office equipment

• Ensure that all items are invoiced and paid on time

• Manage contract and price negotiations with office vendors, service providers, and office lease

• Manage office G&A budget, ensure accurate and timely reporting

• Provide general support to visitors

• Assist in the onboarding process for new hires

• Address employees' queries regarding office management issues (e.g., stationery, hardware, and travel arrangements)

• Liaise with facility management vendors, including cleaning, catering, and security services

• Plan in-house or off-site activities, like parties, celebrations, and conferences

Requirements:

• Proven experience as a personal assistant or in a similar administrative role.
• Strong organizational and time management skills.
• Excellent written and verbal communication abilities.
• Proficiency in Microsoft Office Suite and relevant software.
• Ability to handle multiple priorities with a proactive approach.

Preferred Qualifications:

Depending on the industry and individual responsibilities of an admin, managers may choose to assign and measure different types of KPIs. Some of the common ones you can expect across roles include:

1. Coordination KPIs:

• Showing understanding and importance of reviewing the entire schedule
• Gathering and communicating necessary information for attendees and agendas
• Assembling travel itineraries
• Coordinating travel and accommodations for conferences
• Scheduling meetings with time between to ensure promptness

2. Communication KPIs:

• Writing clear and specific emails
• Proofreading and editing written communication materials
• Taking diligent notes of phone conversations or messages
• Preparing effective daily reports or updates
• Providing helpful input
• Delivering messages promptly and clearly

3. Support KPIs:

• Arranging daily meetings to discuss priorities and meetings for the day
• Documenting daily achievements and to-do lists at the end of the day
• Ensuring the manager has reports and information needed to complete work
• Increasing the manager's productivity by attending meetings and taking notes
• Ensuring company and employee information is easily accessible

4. Motivation KPIs:

• Setting clear and measurable personal goals
• Proposing creative solutions for how they might assist their manager