SUMMARY
We are seeking a highly organized and proactive individual to join our team as a Personal Assistant to the Directors. In this role, you will provide comprehensive support to the Directors by efficiently managing personal and corporate tasks. The ideal candidate will possess exceptional organizational skills, excellent communication abilities, and the ability to handle sensitive information with the utmost discretion.
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.
- Efficiently manage and prioritize personal tasks and errands, ensuring timely completion and high-quality outcomes.
- Manage and maintain calendars, including scheduling appointments, meetings, corporate and social engagements, while proactively resolving conflicts and ensuring efficient use of time.
- Coordinate and schedule business trips and family holidays, including travel transportation, accommodations, itinerary and expense reporting, while considering individual preferences and requirements.
- Conduct research and provide comprehensive information and follow-through on various topics, such as local services, travel destinations, gifting and entertainment options, to support decision-making. This would include making recommendations for gift ideas, purchase gifts, and arrange for their delivery on special occasions.
- Maintain an organized system for tracking important dates, such as birthdays, anniversaries, and other significant events, and assist in planning and coordinating celebrations.
- Assist with personal budgeting and financial management, including tracking expenses, preparing reports, and reconciling accounts.
- Serve as a liaison between the Director and external parties, including VIP guests, family members, vendors, and service providers, ensuring clear and timely communication.
- Manage and prioritize official communication and liaison, including phone calls and emails, on behalf of the Director/ s, acting as a primary point of contact between internal and external stakeholders, including but not limited to executives in HQ based in Hong Kong.
- Handle personal correspondence, draft letters and emails, and prepare documents, presentations, and reports as required.
- Organize and coordinate events including to arrange venues, catering, invitations, and logistics for successful events.
- Screen incoming calls, emails, and other communications, prioritizing and responding on behalf of the Director, when necessary, while maintaining professionalism and confidentiality.
- Maintain confidentially regarding sensitive personal and professional information.
- Assist with the planning and execution of time-sensitive projects and coordinating resources.
- Driver Liaison and vehicle management to coordinate with driver and oversee vehicle management to ensure the Director’s transportation needs are met efficiently and safely.
- Collaborate with cross-divisional teams on special projects, ensuring effective communication and project completion.
