Job Role:
As a Personal Assistant (PA) in a boutique interior design firm, you are responsible for providing comprehensive support to the directors, ensuring their day-to-day operations run smoothly. The role demands a high level of organisation, discretion, and adaptability, as it involves managing various aspects of the director’s professional and personal life.
Key Responsibilities:
Diary Management:
Scheduling and coordinating meetings, appointments, and events.
Managing and prioritising the executive’s calendar to ensure effective time management.
Communication Management:
Handling incoming and outgoing correspondence, including emails, phone calls, and letters.
Acting as a gatekeeper, screening communications, and managing responses.
Travel Arrangements:
Organising domestic and international travel, including flights, accommodations, visas, and itineraries.
Ensuring all travel plans align with the executive’s schedule and preferences.
Administrative Support:
Preparing documents, reports, presentations, and meeting materials.
Conducting research and compiling information as needed for meetings and projects.
Personal Errands and Tasks:
Managing personal appointments, reservations, and other tasks to help balance the executive’s personal life.
Handling confidential information with utmost discretion.
Project Management:
Assisting with special projects, including event planning, project coordination, and ad hoc tasks.
Liaising with internal teams and external stakeholders to ensure projects are on track.
Financial Management:
Managing expenses, budgeting, and processing invoices.
Keeping track of financial records and reports as needed.
Relationship Management:
Building and maintaining relationships with key contacts, both internally and externally.
Coordinating with other members of the executive team to ensure seamless operations.
Essential Skills:
Organisational Skills: Ability to prioritise tasks, manage multiple responsibilities, and keep track of complex schedules.
Communication Skills: Strong verbal and written communication skills for effective correspondence and interaction with stakeholders.
Discretion and Confidentiality: Handling sensitive information with the highest level of confidentiality.
Problem-Solving Skills: Quick thinking and resourcefulness in addressing issues as they arise.
Tech-Savvy: Proficiency with office software (e.g., Microsoft Office Suite, calendar management tools) and communication platforms.
Adaptability: Flexibility to adapt to changing priorities and work in a fast-paced environment.
Role Requirements:
Experience: Previous experience in a similar role, preferably in supporting senior executives.
Education: A degree or relevant certification in business administration, communications, or a related field is often preferred.
Professionalism: A polished, professional demeanor with the ability to represent the executive effectively.
