Executive Personal Assistant

Job Description

Roles and Responsibilities

• Manage the Chairman’s calendar, appointments, priorities, and schedule.
• Organize complex international travel, including flights, accommodation, transportation, itineraries, meetings, and documentation.
• Prepare agendas, presentations, reports, correspondence, briefing materials, and supporting documents.
• Manage communications and requests addressed to the Chairman and coordinate appropriate responses.
• Track instructions, commitments, action points, and deadlines and follow up with responsible parties.
• Coordinate with senior management and internal departments on matters requiring the Chairman’s involvement.
• Communicate with Board members, clients, business partners, advisers, and senior-level contacts.
• Draft, edit, and format executive correspondence, presentations, reports, and business communications.
• Maintain contacts, records, documents, and relevant business information.
• Organize executive meetings and business visits.
• Handle sensitive and confidential business matters with discretion.
• Support special assignments and coordinate their execution.

Qualification Requirements

• Excellent written and spoken English with strong business writing and communication skills.
• Strong organizational and time-management skills with excellent attention to detail.
• Ability to use AI tools and task management systems to organize work, manage priorities, track progress, and achieve goals.
• Sound judgment and ability to identify priorities and respond effectively to changing requirements.
• Confident and professional communication with senior management and external stakeholders.
• Proactive and solution-oriented approach with the ability to anticipate requirements and address issues.
• Ability to work effectively in a fast-paced, demanding, and international business environment.

Education and Experience

• Bachelor’s degree is required.
• A Master’s degree or relevant postgraduate qualification is advantageous.
• At least 5 years of relevant experience supporting a Chairman, CEO, C-level executive, business owner, or other senior executive.
• Experience in an international, engineering, industrial, or project-driven organization is advantageous.
• Advanced proficiency in Microsoft Outlook, Word, Excel, PowerPoint, Teams, and Adobe Acrobat.
• Proven experience organizing complex international travel and executive-level meetings.
• Flexibility to work outside standard business hours when required.

Physical and Mental Requirements

• Ability to lift and carry up to 50 pounds.
• Ability to walk and climb, including movement within refinery or plant environments and access to elevated platforms by ladders and stairwells.
• Sufficient communication capabilities to communicate effectively.
• Ability to maintain focus and multitask effectively.
• Ability to wear required safety equipment in manufacturing environments.
• Sufficient mobility and reflexes to perform office duties and travel to off-site locations when necessary.

About PipeCare Group