Executive Personal Assistant

About PIPECARE Group

Role Overview

Roles and Responsibilities

• Manage the Chairman’s calendar, appointments, priorities, and schedule.
• Organize complex international travel, including transportation, itineraries, meetings, and required documentation.
• Prepare agendas, presentations, reports, correspondence, briefing materials, and supporting documents.
• Manage incoming communications, prioritize requests, obtain information, and coordinate appropriate responses.
• Track instructions, commitments, action points, and deadlines and follow up with responsible parties.
• Coordinate with senior management, internal departments, Board members, clients, partners, advisers, and other stakeholders.
• Maintain contacts, records, documents, and business information.
• Organize executive meetings and business visits and handle sensitive 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, time-management, attention-to-detail, judgment, and prioritization skills.
• Ability to use AI tools and task management systems to organize work and track progress.
• Confident, proactive, solution-oriented, and able to anticipate requirements.
• Ability to work effectively in a demanding international business environment.

Education and Experience

• Bachelor’s degree is required; a Master’s degree or relevant postgraduate qualification is advantageous.
• At least five 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 Mobility Requirements

• Ability to lift and carry up to 50 pounds.
• Ability to walk, climb, and maneuver within refinery or plant environments, including elevated platforms accessed by ladders and stairwells.
• Ability to communicate effectively and maintain focus while multitasking.
• Ability to wear required safety equipment in manufacturing environments when needed.
• Sufficient mobility and reflexes to perform office duties and travel to off-site locations, with or without reasonable accommodations.