Personal Assistant to Management at Vertex Realty Solutions Limited

Job Summary

• Our client is seeking a proactive, highly organized, and detail-oriented Personal Assistant (PA) to support the Management team.
• The successful candidate will be responsible for managing the schedules, overseeing administrative functions, coordinating internal operations, and ensuring seamless workflow across projects.
• This role requires excellent communication skills, discretion, and the ability to handle multiple priorities in a fast-paced environment.

Key Responsibilities
Executive and Administrative Support:

• Manage the diary, schedule appointments, and coordinate meetings.
• Oversee the workflow, monitor deliverables, and ensure timely completion of tasks.
• Record and relay accurate messages, and respond to queries where appropriate.
• Handle internal and external correspondence, including emails, memos.
• Draft, edit, and prepare reports, presentations, and official documents..
• Maintain an organized filing and record-keeping system for administrative and financial documents.
• Ensure confidentiality of all sensitive information at all times.

Coordination and Communication:

• Liaise with internal staff, external stakeholders, and clients on behalf of management..
• Support in staff meetings, departmental reviews, management meetings, and board sessions.
• Take meeting minutes and follow up on assigned action items.
• Manage and track communication and deliverables across departments.

Travel, Events, and Logistics:

• Plan and coordinate local and international travel arrangements (flights, hotels, logistics).
• Organize events, conferences, and management meetings as required.

Operational and Personal Support:

• Provide support with marketing, sales, and operational documentation.
• Collate and file expense reports, assist with budgeting, and monitor related expenditures.
• Perform occasional personal errands or household coordination tasks as required by the COO.
• Contribute to office management and team coordination as a collaborative team member.

Qualifications & Experience

• Bachelor’s degree in Business Administration or a related field.
• Minimum of 2 years’ experience in a Personal Assistant or Operations role.
• Strong administrative and organizational background.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
• Innovative thinker with the ability to anticipate needs and streamline processes.
• Female candidates are preferred.

Core Competencies and Skills:

• Excellent written and verbal communication skills.
• Strong organizational and time management abilities.
• High level of discretion and confidentiality.
• Problem-solving and multitasking skills.
• Professional demeanor with a proactive attitude.