We at Plaza Premium Group are looking for a Personal Assistant.
Job Summary:
We are seeking a highly organized, proactive, and detail-oriented Personal Assistant (PA) to support the Senior Vice President (SVP) in daily operations and business functions. The PA will act as a key point of contact for both internal and external stakeholders, helping to manage the SVP's schedule, correspondence, and logistics. The role requires discretion, professionalism, and the ability to handle confidential and sensitive information.
Key Responsibilities:
- Executive Support:
- Manage the SVP's calendar and schedule, ensuring effective use of time and prioritization of meetings and appointments.
- Coordinate meetings, appointments, and travel arrangements, including domestic and international travel.
- Prepare materials for meetings, including agendas, presentations, and reports.
- Take detailed meeting notes and ensure follow-up on action items.
- Assist in the preparation of presentations, documents, and other communication materials for internal and external stakeholders.
- Communication Management:
- Screen and manage incoming phone calls, emails, and correspondence, responding when appropriate and redirecting inquiries as needed.
- Draft, proofread, and send communications on behalf of the SVP, ensuring clarity, professionalism, and accuracy.
- Act as a liaison between the SVP and other members of the executive team, as well as key stakeholders.
- Travel Coordination:
- Plan and coordinate travel arrangements, including flight bookings, hotel accommodations, transportation, and itinerary preparation.
- Anticipate travel needs and ensure all details are organized and communicated effectively.
- Office Management:
- Maintain an efficient and well-organized office environment for the SVP, including managing office supplies, equipment, and other resources.
- Ensure that all relevant documents are filed and easily accessible, maintaining an organized digital and physical filing system.
- Event Coordination:
- Plan and organize events, conferences, and other functions hosted or attended by the SVP, ensuring smooth execution.
- Handle logistics for internal and external events, including venue selection, catering, and attendee coordination.
- Confidentiality and Discretion:
- Handle sensitive and confidential information with the highest level of discretion and professionalism.
- Demonstrate sound judgment in dealing with sensitive issues on behalf of the SVP.
- Ad hoc Tasks:
- Assist with special projects and initiatives as required.
- Perform any other administrative duties that support the SVP's role and the smooth operation of the executive office.
Qualifications:
- Education:
- Bachelor's degree in Business Administration, Communications, or related field (preferred).
- Experience:
- Minimum of 3-5 years of experience as an executive assistant, personal assistant, or in a similar administrative role, preferably supporting senior executives.
- Experience in managing complex calendars, travel logistics, and high-level business communication.
- Skills:
- Strong organizational skills with the ability to multitask and prioritize effectively in a fast-paced environment.
- Excellent verbal and written communication skills, with the ability to engage professionally with senior leadership and external stakeholders.
- High level of proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other office productivity tools.
- Strong attention to detail and problem-solving ability.
- Ability to maintain confidentiality and manage sensitive information with discretion.
- Proactive attitude, with the ability to anticipate needs and work independently.
- Personal Traits:
- High level of integrity and professionalism.
- Strong interpersonal skills and the ability to work well with diverse teams.
- Adaptability and flexibility to changing priorities.
