We are seeking a highly organized and proactive Personal Assistant (PA) to provide comprehensive administrative, operational, and executive support to the Director and Senior Management. This role combines traditional PA responsibilities with broader coordination
duties related to office management, field team oversight, real estate support, and stakeholder engagement. The ideal candidate must exhibit discretion, initiative, and excellent time management, and thrive in a dynamic, fast-paced environment.
Key Responsibilities:
1. Executive & Administrative Support
● Act as the primary point of contact between the Director and Senior Management
and internal/external stakeholders.
● Manage the Director’s and Senior Management’s diary, schedule meetings, and
ensure timely reminders and follow-ups.
● Make local and international travel arrangements, including flights, accommodation,
and ground transport.
● Draft and manage correspondence, reports, briefs, presentations, and proposals.
● Maintain physical and digital filing systems, ensuring accuracy, confidentiality, and
easy retrieval.
2. Office & Operations Management
● Oversee minor office repairs and liaise with service providers to ensure smooth
operations.
● Supervise support staff when necessary and coordinate general office functions.
3. Communication & Meeting Management
● Respond to approved and selected internal and external communication on behalf of
the Director and Senior Management.
● Schedule and coordinate and attend meetings; prepare agendas and take accurate
minutes.
● Distribute meeting notes, track action points, and ensure timely follow-ups.
● Prepare briefing notes and summaries for board or strategic meetings.
● Attend selected meetings on behalf of Directors and Senior Management.
4. Property, Investments, Finance & Utility Oversight● Follow up on land rates, leases, utility bills, and rental payments for company and
Director-owned properties.
● Maintain a tracker for compliance dates, renewals, and financial due dates.
● Assist in compiling and updating basic accounting records and expense summaries.
● Organising and filing of both physical and digital personal and work related
documents for Directors and Senior Management.
5. Field Team & Stakeholder Coordination
● Track field agents’ movements and check-in/check-out logs to ensure visibility and
safety.
● Act as liaison in the Director’s and Senior Management absence with clients,
investors, partners, and internal staff.
● Coordinate updates, meeting schedules, and relay instructions effectively.
6. Real Estate Listings & Marketing Support
● Attend viewings and complete the onboarding of new properties for Directors and
Senior Management.
● Handle CRM and listing updates for properties for the Directors and Senior
Management.
● Assist with taking down property details, preparing property descriptions, arranging
for images to be taken, and documentation for listings for Directors and Senior
Management.
● Coordinate with the marketing team to ensure timely updates on listings and
promotions
● Attend selected viewings on behalf of Directors and Senior Management
7. Confidentiality & Professionalism
● Handle sensitive company and personal information with the highest level of
discretion.
● Represent the Director and Senior Management professionally in all matters,
upholding confidentiality and decorum.
8. Ad Hoc Support
● Provide backup support for the front desk during unmanned periods.
● Carry out additional administrative or technical tasks as may be reasonably assigned
by management based on business needs.
● Run personal errands for the Directors and Senior Management as required.
● Offer flexible support across departments during peak periods or special projects.
● Conduct research and sourcing tasks to support procurement or special initiatives
involving the Directors and Senior Management.
Qualifications and Requirements:
● University degree in Business Administration, Management, or related field.● Minimum 3 years’ experience in a Personal Assistant, Executive Assistant, analytical
or fast paced admin position or similar role.
● Excellent verbal and written communication skills.
● Proficiency in MS Office Suite and modern digital task management tools.
● Strong organizational, multitasking, analytical and problem-solving skills.
● High level of integrity, discretion, and professional conduct.
● Well-presented, with good personal etiquette and interpersonal skills.
● Basic accounting knowledge or experience with expense management (advantage).
● PA or secretarial certification is an added advantage.
● Knowledge of company secretarial processes is a pl