Executive Personal Assistant (PA To Executives)

Job Overview

The Executive Personal Assistant provides high-level administrative, operational, and secretarial support to executive leadership. Acting as a trusted partner and primary gatekeeper, this role ensures seamless calendar management, executive travel, strategic communication, and efficient daily administrative operations to maximize executive productivity.

Key Responsibilities

• Calendar & Schedule Management: Maintain complex, dynamic executive calendars, schedule meetings across multiple time zones, resolve conflicts, and prioritize urgent requests.
• Travel & Logistics Coordination: Arrange complex domestic and international travel itineraries, including flights, hotels, visa processing, ground transport, and meeting agendas.
• Communication & Liaison: Manage incoming calls, emails, and correspondence. Draft polished letters, executive summaries, speeches, and internal announcements on behalf of executives.
• Meeting & Event Preparation: Prepare meeting agendas, briefing materials, presentation decks, and reports. Attend key executive meetings to record accurate minutes, document action items, and follow up on task completion.
• Document & Data Management: Organize and safeguard confidential executive files, maintain records, process expense reports, and compile financial/budgetary data for approval.
• Project Support & Research: Conduct preliminary research, prepare background briefs for high-level meetings, and track cross-departmental deliverables on behalf of executive leadership.

Qualifications & Requirements

• Education: Bachelors degree in Business Administration, Communications, Public Relations, or a related field.
• Experience: 4-8+ years of progressive administrative experience supporting senior leadership or board members.
• Software Proficiency: Advanced skills in Microsoft Office 365 (Word, Excel, PowerPoint, Outlook), Google Workspace, Zoom/MS Teams, and digital calendar management tools.

Key Skills & Competencies

• Exceptional organizational, multi-tasking, and time-management capabilities.
• Absolute discretion and integrity in handling sensitive, confidential information.
• Strong written and verbal communication, editing, and proofreading skills.
• High emotional intelligence (EQ) and diplomacy in stakeholder management.
• Proactive problem-solving and ability to anticipate executive needs.