Personal Assistant

Job Descriptions Responsible for accompanying & assisting C-level personnel with meetings, schedules, reminders, bookings, logistics, expenses, and any administrative duties. Accompany the CEO to networking events, client dinners, or social sessions when needed, maintaining comfort in environments where alcohol is served (no personal alcohol consumption is required). Redirect visitors who do not have an appointment with the CEO, diffuse conflicts, and make visitors feel welcome in the office. Maintain high-level business relationships and communicate with key business contacts, prepare research notes and summarize findings. Keeping track of the CEO's routines and following up with any contacts or actions required. Assist to keep the CEO's network active by providing reminders ahead on birthdays, anniversaries, client project renewals, events, etc. Identify opportunities for the CEO's professional growth, such as workshops, seminars, or networking events. Arrange registrations and logistics for such engagements. Coordinate with key personnel and internal teams for communications and actions required with clear deadlines. Assist in budget preparation, expense tracking, and financial reporting. Work closely with accounting or finance departments to manage invoices, payments, and reimbursements. Work closely with legal counsel to ensure regulatory compliance, manage document filings, and assist in contract preparation or review. Coordinate logistics for both professional and personal activities such as shopping, deliveries, and other miscellaneous tasks. Sets expectations with internal and external stakeholders prior to any meetings with the CEO ensuring that everyone is prepared ahead of the meeting. Research, prepare, and process any registries or applications required by the CEO. Provide detailed updates on daily, weekly, and monthly actions and events scheduled as requested by the CEO. Maintain confidentiality and exercise discretion with sensitive information handled in the course of duties. Anticipating CEO’s needs and assisting with any other necessary tasks to enhance support levels, be it directly or indirectly related to the wellbeing & increased productivity of the CEO. The role requires flexibility to work extended hours, accompany the CEO on business trips and/or assist with personal errands as requested by the CEO. Requirements Minimum 1-3 years of experience in personal assistant roles, preferably a mix of startup and corporate background. Exceptional organizational and multitasking skills. Has knowledge of office management systems and procedures is essential for ensuring efficient workflow and organizational effectiveness within a workplace. Experienced in using Google Sheets and/or Microsoft Excel to manage and control data. Work well under pressure of tight deadlines and possess healthy self-confidence especially in demanding situations. Comfortable accompanying management to business dinners, client networking events, or social gatherings where alcohol is present (role involves professional support and presence only; personal consumption is strictly optional). Proficient in setting expectations with stakeholders before meetings and ensuring preparedness. Experienced cross collaborating with personnel from other departments. Staying up-to-date with the latest office gadgets and applications is crucial for maximizing productivity and incorporating innovative tools that streamline tasks and enhance efficiency in the modern workplace. Able to maintain your own performance, with and without supervision. Able to adapt to different situations and improvise on solutions as needed. Willingness to learn and develop at all times. PA diploma or certification would be considered an advantage