Job Description

1. Position Overview

The Personal Assistant (PA) to the Chairman provides administrative, coordination, and logistical support to ensure the smooth execution of the Chairman’s daily activities and engagements across multiple countries. The role requires strong organizational skills, professionalism, and the ability to manage tasks efficiently in a fast-paced environment. This position is suitable for candidates with 1–2 years of experience who are looking to develop their capabilities in executive support.

1. Key Responsibilities

2.1 Administrative Support

• Manage and maintain the Chairman’s calendar, appointments, and meeting schedules.
• Coordinate meetings across different time zones and ensure timely reminders.
• Prepare meeting notes, action item lists, and basic documentation as required.
• Maintain organized filing systems, both digital and physical.

2.2 Communication & Coordination

• Handle routine correspondence, emails, and telephone communications on behalf of the Chairman.
• Liaise with internal departments and external stakeholders for scheduling, information requests, and follow-ups.
• Ensure timely and accurate communication flow between the Chairman and relevant parties.

2.3 Travel & Logistics Management

• Arrange domestic and international travel itineraries, including flights, accommodation, transport, and visas.
• Prepare travel documentation, itineraries, and meeting packs.
• Coordinate logistics for events, visits, and meetings involving the Chairman.

2.4 Documentation & Reporting

• Assist in preparing letters, reports, presentation slides, and other documents.
• Conduct basic research and compile information as required.
• Ensure accuracy, completeness, and proper formatting of all documents.

2.5 Project Coordination

• Assist in coordinating projects currently in progress or those to be developed.
• Support tracking of timelines, deliverables, and follow-up actions.
• Liaise with relevant teams to gather updates and ensure alignment with the Chairman’s directives.

2.6 General & Miscellaneous Support

• Provide operational support for ad-hoc tasks assigned by the Chairman.
• Assist in organizing internal and external events, including meetings, conferences, and visits.
• Handle other miscellaneous duties as necessary to support the Chairman’s office.

Job Requirements

3.1 Education

• Diploma or Bachelor’s degree in Business Administration, Communications, Management, or related fields.

3.2 Experience

• 1–2 years of experience in administrative, coordination, or personal assistant roles.

3.3 Skills & Competencies

• Good command of English; proficiency in additional languages is an advantage.
• Strong organizational and time-management skills.
• Good written and verbal communication abilities.
• Proficiency in Microsoft Office applications and digital collaboration tools.
• Ability to handle confidential information with discretion.
• Strong attention to detail and ability to multitask.

3.4 Personal Attributes

• Professional, reliable, and well-presented.
• Positive attitude with a willingness to learn.
• Able to work independently with minimal supervision.
• Adaptable and able to perform in a fast-paced environment.
• Strong interpersonal skills and cultural awareness.

1. Additional Information (Optional)

• May be required to work outside standard office hours due to time zone differences.
• Occasional travel may be required.
• Opportunities for career growth into senior executive support roles.

Skills