Executive Personal Assistant Job Description

Executive Personal Assistant Job Description

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Executive personal assistant provides high level customer service and support to all internal and external constituents including donors, prospects, Board of Trustees, the Office of the President, the Office of the Provost and other internal departments.

Executive Personal Assistant Duties & Responsibilities

To write an effective executive personal assistant job description, begin by listing detailed duties, responsibilities and expectations. We have included executive personal assistant job description templates that you can modify and use.

Sample responsibilities for this position include:

Must have a high level proficiency in Outlook and Microsoft Office Suite and Mac
Manage calendar and contact maintenance
Partner with in house and external parties to coordinate meetings and conference calls
Process monthly expense report and pay bills
Manage distribution of financial documents
Execute preparation of business documents
Relationships and correspondence, for which s/he will be the first point of contact
Well managed travel arrangements
Timely and thorough preparation of expense reports
Communication with both internal and external contacts including significant prospect and client relationships

Executive Personal Assistant Qualifications

Qualifications for a job description may include education, certification, and experience.

Education for Executive Personal Assistant

Typically a job would require a certain level of education.

Employers hiring for the executive personal assistant job most commonly would prefer for their future employee to have a relevant degree such as Bachelor's and Collage Degree in Communication, Management, Executive Assistant, Business, Art, Computer, Contemporary Art, Art History, English, Business/Administration

Skills for Executive Personal Assistant

Desired skills for executive personal assistant include:

Range of services provided by the company
Microsoft Office
Quickbooks
Excel
Although training will be given
Arabic language and culture is advantageous
Business with acute insights to the sensitivities of both internal and external interfaces
But specifically how they impact the Sasol
Computer systems
Customer service skills when responding to questions and other inquiries from internal and external customers

Desired experience for executive personal assistant includes:

Optimum logistical arrangements for official travel and management of expense reports
Preparation of pitch books
Comprehensive organization of meetings, luncheons, interviews as needed
Willingness to adapt to an ever-changing and often unstructured environment
Perform personal work such as general correspondence, regular filing, generating or printing, collating and distributing reports, sorting faxes and emails, scheduling meetings, making travel arrangements, following up on insurance claims, expense reports
Perform office support functions including ordering office and pantry supplies, ordering lunches, disseminating faxes and other reports and other ad hoc responsibilities

Executive Personal Assistant Examples

1

Executive Personal Assistant Job Description

Job Description Example
Our company is searching for experienced candidates for the position of executive personal assistant. Thank you in advance for taking a look at the list of responsibilities and qualifications. We look forward to reviewing your resume.
Responsibilities for executive personal assistant
  • To facilitate meetings,schedule, debriefing meetings so follow up action can be implemented
  • Coordinating calendar for business purposes
  • Overseeing the driver and necessary travel arrangements
  • Coordinating with the spouse's assistant
  • Assisting with family errands
  • Assist with personal and business needs
  • Handle daily business transactions
  • Handle finances
  • Oversee bookkeeping
  • Read contracts
Qualifications for executive personal assistant
  • Ability to liaise confidentially with all stakeholders, both internal and external
  • Graduate with minimum 3 years experience as Executive Personal Assistant
  • Must be fluent in Arabic and English
  • 5+ years of previous experience providing Administrative and/or Personal support
  • Business and social calendar management for the executive
  • Assisting with extensive travel arrangements
2

Executive Personal Assistant Job Description

Job Description Example
Our innovative and growing company is looking for an executive personal assistant. Please review the list of responsibilities and qualifications. While this is our ideal list, we will consider candidates that do not necessarily have all of the qualifications, but have sufficient experience and talent.
Responsibilities for executive personal assistant
  • Able to work in highly demanding environment while being able handle varying personalities and work styles with grace and tact
  • Running errands and personal requests
  • Coordinates and arranges meetings, prepares agendas, and reserves and prepares facilities
  • Organizes and maintains filing system and other records
  • Review, respond, screen incoming emails, up to 400 a day
  • Pick up lunch, dry cleaning, run personal errands
  • Prepares outgoing mail and overnight packages
  • Providing a bridge for smooth communication with internal departments
  • Prioritizing conflicting needs
  • Working closely and effectively to keep him well informed of upcoming commitments and responsibilities, following up appropriately
Qualifications for executive personal assistant
  • Exhibit proactive/leadership role in the Executive Assistant community
  • Demonstrate knowledge and uncompromising integrity that is required in an upper executive level position
  • Work well with multiple issues, projects and people
  • Prioritizing conflicting needs with efficiency and precision
  • Anticipating needs and actively seeking out solutions
  • Completing critical aspects of deliverables and special assignments by establishing objectives
3

Executive Personal Assistant Job Description

Job Description Example
Our growing company is looking for an executive personal assistant. To join our growing team, please review the list of responsibilities and qualifications.
Responsibilities for executive personal assistant
  • Heavy day-to-day management of multiple calendars
  • Providing support to private family, including "off hours" (nights and weekends)
  • Coordinating and confirming all logistics for appointments, including transportation
  • Maintaining contacts, mailing and guest lists
  • Maintenance of expenses, tracking databases for purchases and returns, gifts, invitations, expenses and acknowledgements
  • Implementing and managing physical and electronic filing system
  • Providing ad hoc project support, as needed
  • Ensure CEO’s day-to-day responsibilities are managed, prioritized and scheduled appropriately
  • Assist in office management of the Firm
  • Manage and coordinate all travel related to the CEO and family
Qualifications for executive personal assistant
  • Excellent writing skills including punctuation, grammar and accuracy
  • Flexibility, resilience and a positive approach to change
  • Diplomatic, strong interpersonal skills and a supportive and helpful manner
  • Proven experience in an internal and external communications, events, public relations or media environment
  • Anticipate, prepare for and arrange all scheduling needs for CEO and family
  • Provide support to private family
4

Executive Personal Assistant Job Description

Job Description Example
Our company is growing rapidly and is looking to fill the role of executive personal assistant. Thank you in advance for taking a look at the list of responsibilities and qualifications. We look forward to reviewing your resume.
Responsibilities for executive personal assistant
  • Following up on insurance claims
  • Providing backup for the CEO when their assistants are unavailable
  • Keeping the EVP abreast of all requests, proposals and general information from internal and external sources
  • Liaising with other managers on behalf of the EVP and relevant PA’s
  • Coordination and creation of departmental presentations, meeting notes, updates
  • To manage the inbox of the EVP, monitoring the emails, flagging and where appropriate actioning or responding to requests on his/her behalf
  • Provide detailed itineraries for all trips, ensuring all information is also accessible in Outlook, include contact information for all meetings and events
  • Managing day to day initial point of contact activities and on behalf of the Managing Director, UK Retail including customer and supplier contact
  • Manage all incoming emails and correspondence, carrying out research or follow up where required, and either responding directly, directing to appropriate parties or drafting a response for the Director
  • Manage issues as they arise and take action to resolve them
Qualifications for executive personal assistant
  • Marketing knowledge desirable
  • Writing and editing reports and presentations for the MDs including documents for key senior meetings where the accuracy, content and implication is crucial
  • Provide an efficient and effective general administration support (including expenses administration, dealing with letters/post, invoice management/tracking/processing, travel tracking, minutes/note taking) to the Managing Director and other Directors as required
  • Ad hoc duties as required and provide cover and support to other PAs/ administrators from time to time
  • Highly experience in all PA/ administrations tasks (complex travel and itineraries, email/ diary/ meeting management, papers and presentations preparation)
  • Experience of providing PA support to high level meetings Senior Leadership / Director level board meetings
5

Executive Personal Assistant Job Description

Job Description Example
Our growing company is hiring for an executive personal assistant. Thank you in advance for taking a look at the list of responsibilities and qualifications. We look forward to reviewing your resume.
Responsibilities for executive personal assistant
  • Book and manage timely and cost-efficiently flights, Hotels, Visas
  • Prepare reports, time-sheets
  • Maintain time attendance and vacation report expenses for VP and ED
  • Ensure all expenses are submitted, approved and all receipts received before monthly
  • Manage the process and assist in preparation of board materials and executive presentations, including PowerPoint presentations, memos and presentation books
  • Maintain Company data files (contracts, studies, reports)
  • Coordinate Company insurance renewals and independently coordinate risk documentation for our vendors/customer
  • Collaborate with Executive team, clients and vendor partners
  • Maintain highly confidential information and files, and collaborate with human resources
  • Maintain contract and legal databases
Qualifications for executive personal assistant
  • Minimum 5 years experience supporting senior management executives within multinational company
  • 4+ years of previous experience providing Administrative and Personal support to Executive-level staff
  • 5 years experience in similar positions (Executive Assistant and Office Support roles, preferably in multinational companies)
  • To be able to deal with people at all levels across a multicultural environment
  • Have availability to travel if necessary and be able to work extra hours if required
  • Used to working for a senior leader in an organisation

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