Personal Assistant

About This Role

This personal assistant role provides professional and proactive executive support to the General Manager (GM), ensuring efficient management of their calendar, travel, meetings, correspondence, presentations, and administrative priorities. The role also involves administrative and logistical support for board and executive meetings, including preparation, catering coordination, minute taking, document control, and maintaining organizational information like organograms.

Responsibilities

• Manage and maintain the GM's calendar, appointments, and meeting schedule
• Arrange internal and external meetings, including booking venues and preparing meeting rooms
• Prepare meeting agendas, attendance registers, and supporting documentation
• Take minutes during meetings and distribute them to relevant stakeholders
• Track action items and follow up with responsible departments to ensure deadlines are met
• Prepare, format, and proofread correspondence, reports, presentations, and other business documents
• Maintain organized electronic and physical filing systems
• Assist with printing, scanning, photocopying, and document distribution
• Manage incoming correspondence and direct enquiries to the appropriate individuals
• Maintain office supplies and coordinate administrative requirements
• Serve as the first point of contact for selected enquiries directed to the GM
• Communicate professionally with employees, management, customers, and external stakeholders
• Coordinate communication between the GM and departmental managers
• Follow up on outstanding submissions, reports, and requests
• Ensure that important information is communicated accurately and timeously
• Assist with travel bookings, accommodation, and transport arrangements
• Prepare travel itineraries and ensure the necessary documentation is available
• Assist in coordinating management meetings, workshops, business visits, and company events
• Support the preparation of meeting schedules and logistics for visiting customers or executives
• Collect information from departments for management reports and presentations
• Update trackers, spreadsheets, and action plans as required
• Maintain records of deadlines, submissions, and outstanding tasks
• Assist with compiling basic operational and administrative reports
• Ensure documents are stored securely and version-controlled where necessary
• Handle confidential business information with discretion
• Maintain professional standards when dealing with internal and external stakeholders
• Follow company policies, procedures, and information-security requirements