Personal Assistant

Job Summary (Main Purpose)

The Personal Assistant is responsible to provide administrative and organisational support to ensure efficient operation of the General Manager's office. This role requires exceptional organizational skills, discretion, professionalism, and the ability to manage multiple priorities in a fast-paced environment. The incumbent will act as a key point of contact, coordinate schedules, facilitate communication, and support the execution of business objectives.

Main Duties/Responsibilities

1. Executive Support

• Manage the General Manager's calendar, appointments, meetings, and travel arrangements.
• Screen and prioritize incoming calls, emails, and correspondence.
• Prepare agendas, presentations, reports, and other business documents.
• Draft letters, emails, and meeting minutes as required.
• Monitor deadlines and ensure timely follow-up on action items.

2. Office Coordination 

• Coordinate internal and external meetings, including venue bookings, logistics, and catering where required.
• Liaise with department heads, clients, suppliers, and external stakeholders on behalf of the General Manager.
• Maintain accurate filing systems, records, and confidential documents.
• Assist in planning company events, conferences, and executive visits.

3. Administrative Support 

• Prepare expense reports and assist with budget tracking where applicable.
• Conduct research and compile information to support business decisions.
• Handle confidential information with the highest level of integrity and discretion.
• Support the implementation and monitoring of projects assigned by the General Manager.
• Perform general administrative duties and any other tasks assigned by the General Manager.
• Monitor transport and distribution expenses, reporting variances for corrective action.

Key Skills and Competencies 

Qualifications

• Diploma or Bachelor's degree in Business Administration, Management, Office Administration, or a related field.

Experience

• Minimum of 3–5 years' experience in an executive or personal assistant role, preferably supporting senior management.

Knowledge & Technical Competencies

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Google Workspace.

Behavioural Competencies

• Excellent written and verbal communication skills.
• Strong organizational, planning, and time-management abilities.
• Ability to work independently and manage multiple priorities.
• High level of professionalism, discretion, and confidentiality.