Personal Executive Assistant at Smash Technology

Job Summary

• The Female Personal Executive Assistant will provide high-level administrative, organizational, and operational support to the CEO.
• The role requires managing the CEO’s schedule, coordinating meetings, handling correspondence, and ensuring the smooth day-to-day functioning of executive activities.
• The role also involves maintaining confidentiality, managing executive priorities, and supporting strategic and administrative tasks.

Key Responsibilities
Executive Administrative Support:

• Manage and maintain the CEO’s calendar, appointments, and meeting schedules.
• Coordinate internal and external meetings, including preparing agendas and taking minutes when required.
• Screen, prioritize, and respond to emails, calls, and correspondence on behalf of the CEO.
• Prepare reports, presentations, and briefing documents for meetings and executive decisions.

Personal Assistance:

• Handle personal tasks assigned by the CEO.
• Arrange travel itineraries, accommodation, and logistics for business or personal trips.
• Manage reminders for important deadlines, meetings, and commitments.

Office and Operational Coordination:

• Liaise with internal departments to ensure timely execution of directives from the CEO.
• Track tasks assigned by the CEO and follow up with relevant team members.
• Support coordination of executive projects and initiatives.

Financial and Expense Management:

• Manage petty cash or funds provided for executive-related expenses.
• Maintain accurate records and prepare financial reports for expenses incurred.
• Ensure proper documentation and reconciliation of all funds handled.

Communication and Representation:

• Act as a point of contact between the CEO and staff, clients, and external stakeholders.
• Maintain professionalism and confidentiality in all communications.
• Ensure proper documentation and filing of executive communications.

Document and Information Management:

• Maintain organized records, files, and confidential documents.
• Prepare meeting summaries, reports, and presentations when required.

Key Performance Indicators (KPIs)

• Efficiency in managing the CEO’s schedule and priorities
• Timeliness in responding to communications
• Accuracy in financial reporting and documentation
• Effective coordination of executive tasks and projects
• Professional handling of confidential information.

Qualifications and Requirements

• Bachelor’s degree in Business Administration, Management, or a related field.
• 2–4 years experience in a Personal Assistant, Executive Assistant, or Administrative role.
• Strong organizational and time management skills.
• Excellent written and verbal communication skills.
• High level of discretion and confidentiality.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint) and email management.
• Ability to multitask and work under pressure.

Key Skills:

• Strong attention to detail
• Excellent organizational skills
• Professional communication and interpersonal skills
• Problem-solving and decision-making ability
• Confidentiality and discretion
• Time management and multitasking.