Executive Personal Assistant

AT A GLANCE

The Executive Personal Assistant provides comprehensive administrative and personal support to ensure the efficient management of an executive's professional and personal responsibilities. The role requires strong organizational skills, discretion, adaptability, and the ability to anticipate needs while managing competing priorities. The Executive Assistant ensures seamless coordination of schedules, communications, documentation, travel, and personal matters, allowing the executive to focus on key priorities

YOUR OVERALL MISSION & DAY-TO-DAY

Schedule & Priority Management

• Manage and organize the executive's calendar, appointments, commitments, and daily priorities.
• Coordinate meetings, personal appointments, and important engagements while ensuring schedules are well-planned and conflict-free.
• Monitor upcoming commitments, deadlines, and important dates to proactively support the executive's needs.
• Assist in prioritizing activities and ensuring smooth transitions between engagements.

Travel & Logistics Coordination

• Plan and coordinate domestic and international travel arrangements, including flights, accommodations, transportation, and itineraries.
• Prepare detailed travel plans and ensure all necessary arrangements are organized before and during trips.
• Coordinate logistics for personal and professional engagements, events, and activities.
• Manage last-minute changes and resolve scheduling or travel-related concerns efficiently.

Personal Assistance & Lifestyle Support

• Manage personal appointments, reservations, events, and important commitments.
• Coordinate household matters, including vendors, service providers, deliveries, and personal arrangements.
• Assist with personal errands, purchases, and other administrative requests requiring coordination and follow-through.
• Support personal financial administration, including bill payments, expense tracking, and record organization.
• Coordinate family-related activities, celebrations, and personal events when needed.
• Assist with health, wellness, and lifestyle-related appointments and initiatives.
• Manage personal correspondence and communications with professionalism and confidentiality.

Administrative Organization & Support

• Maintain organized records, documents, schedules, and personal files.
• Prepare and organize materials, notes, and information needed for meetings, appointments, and important activities.
• Create systems and processes to improve organization, efficiency, and visibility of priorities.
• Handle sensitive information with the highest level of confidentiality and discretion.
• Proactively identify needs and provide solutions before issues arise

CORE COMPETENCIES

• Creative: Lead projects that improve ways of working, products, or services across teams or stores. Track outcomes and use results to refine and scale effective solutions.
• Considerate: Balance business priorities with team capacity, making sure to stay composed under pressure and promote sustainable ways of working that support both people and operations.
• Customer Focused: Identify recurring customer or team pain points and collaborate with others to improve systems, processes, and communication for a better overall experience.
• Continuously Learning: Lead initiatives that apply new tools, systems or approaches. Document and share best practices that drive consistent improvement across teams or stores.
• Collaborative: Lead coordination across teams or functions. Align priorities, facilitate clear communication, and ensure smooth execution toward shared goals.

LEADERSHIP COMPETENCIES

• Decision Making & Accountability – Makes informed decisions and takes responsibility for results and addresses issues promptly.
• Strategic Thinking – Anticipates trends and aligns plans with business goals, recognizes how customer needs and day-to-day operations impact team goals, adjust plans to support immediate priorities and overall targets.
• People Development – Provide constructive, timely feedback, acknowledge achievements, and encourage colleagues to expand their skills.
• Conflict Management – Identify the root cause of disagreements, propose fair options and confirm agreements before closing the issue.
• Managing Self – Plan tasks in advance, adjust smoothly when schedules or assignments change, and remain composed during busy hours or peak workload.
• Learning Agility – Quickly understands and applies new processes or systems with minimal guidance, adjust priorities when plans change; explain new learnings to teammates in simple terms.

YOUR TALENT

• Bachelor's/College Degree in any field
• 2+ years of experience as an Personal Assistant or similar role.
• Proficient in MS Office Suite (Excel, Word, and PowerPoint)
• Strong organizational and time management skills with the ability to prioritize tasks and anticipate issues and needs.
• Excellent verbal and communication skills