The Personal Assistant exists to provide high-level, proactive support to the CEO and Company Directors — owning their diary, correspondence, travel, and day-to-day administration — while also ensuring the efficient day-to-day running of the office, including reception and office operations. Beyond core PA duties, the successful candidate will apply their organisational and administrative skills flexibly across other areas of the business as needed, including campaign support, client onboarding, and CRM administration, making this a varied, fast-paced role for someone who enjoys working across multiple priorities at once.
Essential Selection Criteria
- PA Experience: minimum 2 years' prior experience in a Personal Assistant, Executive Assistant, or equivalent administrative/office support role, ideally supporting senior leaders or business owners.
- CRM & Systems Proficiency: work experience using CRM platforms, along with solid knowledge of Google Workspace (Docs, Sheets); able to learn new tools quickly.
- Organisational Skills: exceptional, detail-oriented and organised working habits, with the proven ability to multitask and juggle competing priorities, shifting deadlines, and multiple stakeholders in a fast-paced environment.
- Discretion & Judgement: demonstrated ability to handle confidential and sensitive information with discretion, and to exercise sound judgement when prioritising Director requests against other business needs.
- Proactive & Self-Motivated: a creative problem solver with the drive and tenacity to see tasks through to completion, and the ability to manage workload independently.
- Dependability: dependable and reliable, able to work with minimum supervision.
- Adaptability: comfortable moving between core PA duties, reception/office administration, and ad hoc support across other business functions.
- Client-Facing Communication: professional written and verbal English, comfortable liaising with internal stakeholders, clients, and visitors.
Desirable
- Prior experience in a marketing, sales, or client services environment.
- Experience supporting more than one senior stakeholder concurrently.
Duties and Responsibilities
1. Personal Assistance to Management (45%)
- Diary & Calendar Management: proactively manage and coordinate calendars for the Directors, scheduling meetings, anticipating conflicts, and reprioritising at short notice.
- Travel & Expenses: arrange end-to-end travel bookings and itineraries; process expense claims and reconcile receipts.
- Correspondence: draft, proofread, and manage email correspondence and internal communications on behalf of the CEO/Directors.
- Personal Errands & Tasks: handle personal errands and tasks as assigned by Management.
- Meeting Support: attend meetings and take notes; check Circleback notes and follow-up on action items; send reminders to Management when tasks are overdue; provide meeting note summaries and help action items where required.
- Document & Filing Management: maintain organised digital filing systems for contracts, reports, and internal documentation.
- Stakeholder Liaison: act as a first point of contact for the CEO/Directors, screening and triaging requests from internal and external stakeholders.
2. Administrative & Reception Support (20%)
- Reception: greet and welcome visitors in a professional and friendly manner; answer and direct phone calls promptly and efficiently; manage inquiries and provide accurate information to visitors and callers.
- Meeting Room Presentation: ensure the boardroom and meeting rooms are clean and tidy before and after client/guest meetings.
- Office Equipment Liaison: act as liaison for all office equipment suppliers.
- Scheduling & Coordination: assist in managing calendars and scheduling appointments; coordinate meetings and conferences, including room bookings and catering arrangements.
- Mail & Correspondence: collect mail, and prepare and distribute correspondence, memos, letters, and forms.
- Team Support: support Campaign Operational teams with administrative tasks as directed.
- HR Support: assist HR with administrative tasks related to recruitment.
3. Office Operations (15%)
- Supplies & Equipment: maintain office supplies and equipment, ensuring availability for daily operations, and organise top-ups or replacements.
- Files & Records: organise and maintain files and records, both electronic and physical, ensuring filing cabinets and cupboards are organised and clearly labelled.
- Office Presentation: ensure the office is kept tidy; prepare and manage the office cleaning roster.
4. Cross-Functional Business & Campaign Support (15%)
- Campaign & Client Support: assist with client onboarding and campaign coordination tasks as required, ensuring a smooth experience for clients and internal teams.
- Systems & Data Administration: support the accuracy and upkeep of CRM and other business systems, helping maintain clean, reliable data.
- Quality Assurance: carry out quality checks on business outputs (e.g. leads, records, communications) to ensure they meet internal standards and client expectations.
- Additional Business Support: apply PA-honed organisational and administrative skills to other teams and projects as business needs evolve, under guidance from the BOM.
5. Communication and Coordination (5%)
- Interdepartmental Liaison: act as a liaison between departments, team members, and external contacts.
- Internal Communications: facilitate internal communication processes, such as distributing memos and announcements.
Pay: $60,000.00 – $75,000.00 per year
Work Location: In person
