Personal Assistant at Spurt!

Job Summary:

• We are seeking a highly organised, proactive, and detail-oriented Personal Assistant to support senior executives and key stakeholders in managing their professional and personal schedules. This role requires exceptional time management skills, discretion, and the ability to adapt quickly to dynamic environments. The ideal candidate will provide seamless administrative support while always maintaining confidentiality and professionalism.

Key Responsibilities:

• As a Personal Assistant, you will work flexibly across various tasks and responsibilities, ensuring that our leaders can focus on strategic initiatives without being bogged down by day-to-day logistics. Your role is crucial in driving productivity, efficiency, and smooth operations within the organisation.

Calendar Management

• Oversee and manage the CEO’s complex calendar, including scheduling meetings, appointments, travel arrangements, and personal engagements.
• Prioritise tasks and ensure timely follow-ups for rescheduling or cancellations as needed.

Travel Coordination

• Plan and coordinate domestic and international travel itineraries, booking flights, accommodations, ground transportation, and arranging visas if necessary.
• Prepare detailed travel briefs and ensure all documentation is ready before departure.

Administrative Support

• Handle correspondence, draft emails, prepare presentations, and compile reports as directed by the CEO.
• Maintain accurate records and files, both digital and physical, ensuring confidentiality at all times.

Event Planning

• Organise corporate events, conferences, board meetings, and private functions, from venue selection to vendor coordination and participant communication.
• Ensure flawless execution of events, paying close attention to every detail.

Personal Assistance

• Assist with personal errands such as gift procurement, reservations, household management, and other confidential matters as requested by the CEO.
• Exercise strict discretion when handling sensitive information.

Problem Solving

• Anticipate needs and resolve issues proactively, whether they arise during business operations or personal matters.
• Think critically and act decisively under pressure, keeping the CEO informed of developments.

Technology Proficiency

• Utilise advanced software tools for task automation, project management, and communication.
• Stay updated on new technologies that improve workflow efficiency and align with the CEO’s preferences.

Stakeholder Engagement

• Build and maintain strong relationships with internal teams, external partners, clients, and stakeholders on behalf of the CEO.
• Serve as a primary point of contact for inquiries and requests related to the CEO’s schedule and priorities.

Any Other Task as Assigned

• Be prepared to undertake any additional responsibilities delegated by the CEO, ranging from ad hoc projects to long-term initiatives.
• Demonstrate flexibility and willingness to go above and beyond to meet the evolving demands of the role.

Experience:

• Minimum of 2 years’ experience as a Personal Assistant or Executive Assistant, specifically supporting C-suite executives or high-net-worth individuals.
• Proven track record of providing exclusive support to a single senior leader or CEO.

Education:

• Bachelor’s degree in Business Administration, Communications, or a related field (or equivalent experience).

Skills:

• Exceptional organisational and multitasking abilities.
• Strong written and verbal communication skills.
• Ability to prioritize tasks effectively and meet deadlines consistently.
• High level of computer literacy, including proficiency in Microsoft Office Suite, Google Workspace, and project management tools like Asana or Trello

Attributes:

• Discreet and trustworthy, with the ability to handle highly confidential information professionally.
• Adaptable and resourceful, capable of thriving in a constantly changing environment.
• Client-focused mindset with excellent interpersonal skills.

Desirable Criteria:

• Experience working directly for a CEO or similar top-level executive.
• Knowledge of global cultures and customs for international travel planning.
• Certification in personal assistant training programmes or executive support course