A Personal Assistant provides administrative and time management assistance to an office executive. Organizes files and assists with correspondence and record keeping. Manages an executive's calendar and helps to organize materials for meetings and events. May run business errands or help to arrange travel. May work for several executives in an office.
We are seeking a highly organized, discreet, and proactive Personal Assistant to support the smooth running of an executive's schedule and her household. This individual will be responsible for keeping abreast of the executive's appointments / movements, managing daily administrative tasks, overseeing domestic services, assisting with banking, and dealing with email correspondence. The ideal candidate will have exceptional attention to detail, integrity, and the ability to anticipate needs before they arise.
Key Responsibilities:
Household & Property Management Oversee general household operations including maintenance scheduling, utilities, and vendor coordination (e.g., cleaners, landscapers, contractors) through a contact directory of all service providers. Liaise with others as needed and insurers for secondary properties, medical insurance etc. Financial & Account Management Deal with payments and recording of all expenses. Process invoices and ensure timely bill payments (utilities, taxes, services). Banking & Financial Assistance Organize and assist with banking activities such as paying in deposits, and record-keeping. Coordinate with accountants when necessary. Maintain confidentiality of all financial documents and sensitive information. Administrative & Communication Support Manage communications with vendors with prompt responses and relay important messages. Book travel arrangements as needed. Maintain filing systems (digital and hard copy) for documents, receipts, warranties, etc. Additional Duties Run personal errands and coordinate deliveries. Provide ad hoc administrative support as required.
Qualifications & Skills:
Proven experience as a Personal Assistant. Strong administrative and bookkeeping/accounting skills. High level of discretion and confidentiality. Excellent written and verbal communication skills. Proficient in Microsoft Office Suite, Google Workspace, and accounting tools (e.g., QuickBooks or Xero). Highly organized, self-motivated, and able to multitask. Valid driver's license and reliable transportation (if applicable). Background check and references required.
Preferred Attributes:
Experience in working with other professionals. Friendly yet professional demeanor with a proactive approach.
Working Hours:
Monday to Friday, 9 am - 5 pm, with flexibility for occasional evening or weekend tasks.
