Position Overview
We are seeking a highly organized and proactive Personal Assistant who will also take on the responsibilities of Head of Administration for both in-house and office operations. This dual role requires someone who can support the executive on a personal and professional level while managing and overseeing all administrative, office, and facility functions to ensure smooth daily operations.
Key Responsibilities
A. Personal Assistant Duties
Provide direct administrative and personal support to the President Director/Executive.
Manage schedules, appointments, and travel arrangements.
Handle correspondence, calls, and communications on behalf of the executive.
Prepare reports, presentations, and meeting materials.
Maintain confidentiality and handle sensitive information with discretion.
B. Head of Administration Duties
Office & In-House Management
Oversee daily office and in-house operations, including facilities, supplies, maintenance, and housekeeping.
Ensure a safe, organized, and productive work environment.
Administrative Operations
Develop and implement office policies and procedures
Supervise admin staff and ensure efficient document management (legal docs, permits, contracts, etc.)
Vendor & Asset Management
Manage relationships and contracts with external vendors (cleaning, security, utilities, etc)
Oversee inventory and company assets to ensure proper utilization.
Budgeting & Reporting
Prepare and monitor administrative budgets and expenses.
Provide regular updates and reports to management regarding administrative matters.
Qualifications
Bachelor's degree in Business Administration, Management, or related field.
Minimum 3 years of experience as a Personal Assistant and/or in an administrative leadership role
Strong multitasking, organizational, and communication skills.
Flexible, proactive, and able to adapt in a fast-paced environment.
Competencies
High attention to detail & time management
Strong leadership & problem-solving skills
Service-oriented and resourceful
Discretion, professionalism, and trustworthiness
Ability to balance executive support with department leadership