Sr P.A. / Executive Secretary
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Key skills for this role
About the Role
Provide high-level administrative support, manage communications, coordinate meetings and travel, ensuring professionalism and confidentiality while representing the luxury brand.
Key Skills for This Role
Responsibilities
- Manage and optimize the executive’s calendar, including high volume scheduling of meetings, appointments, travel, and personal commitments
- Prepare, edit, and proofread correspondence, presentations, reports, and briefing materials
- Act as primary point of contact for internal and external communications on behalf of the executive
- Plan and coordinate executive meetings, including agenda preparation, document collation, and minutes taking
- Arrange complex local and international travel itineraries, visas, accommodation, and logistics
- Oversee smooth operation of the executive office, maintaining filing systems and databases
- Prepare and process expense reports, invoices, and procurement requests
- Assist in tracking key projects, timelines, and deliverables
Requirements
- 5 10 years of experience as a Personal Assistant or Executive Secretary
- Exceptional organizational and time management skills
- Proficiency in MS Office and office management software
- Excellent written and verbal communication skills
- Ability to handle confidential information with discretion
Full Job Posting
Job Description
- The Senior Personal Assistant/Executive Secretary provides high level, confidential administrative and organizational support to the General Manager, ensuring the smooth and efficient running of the executive office.
- The role manages complex calendars, communications, travel, and meeting coordination while acting as a key interface between the executive and internal/external stakeholders.
- This position requires exceptional professionalism, discretion, and judgment, reflecting Palace Group’s luxury brand image in all interactions.
A. Executive Support and Diary Management
- Manage and optimize the executive’s calendar, including high volume scheduling of meetings, appointments, travel, and personal commitments where required.
- Anticipate scheduling conflicts and proactively propose solutions, ensuring effective time management and prioritization.
- Prepare, edit, and proofread correspondence, presentations, reports, and briefing materials to a high standard.
B. Communication and Stakeholder Management
- Act as the primary point of contact for internal and external communications on behalf of the executive, ensuring timely and professional responses.
- Liaise with clients, partners, consultants, and senior stakeholders, maintaining strong relationships and ensuring clear, concise communication.
- Draft emails, letters, minutes, and internal memos, maintaining confidentiality and discretion at all times.
C. Meeting, Event, and Travel Coordination
- Plan and coordinate executive meetings, top management sessions, reviews, and workshops, including agenda preparation, document collation, and minutes taking.
- Track and follow up on action items, ensuring commitments made in meetings are monitored and completed.
- Arrange complex local and international travel itineraries, visas, accommodation, and logistics, ensuring cost effective and seamless arrangements.
- Support the planning and execution of corporate events, client meetings, and high profile engagements in line with the company’s luxury image.
D. Office and Information Management
- Oversee the smooth operation of the executive office, ensuring it is well organized, presentable, and equipped with required resources.
- Maintain effective filing systems (digital and physical), records, databases, and contact lists, ensuring ease of access and data confidentiality.
- Prepare and process expense reports, invoices, and procurement requests related to the executive office.
E. Project and Business Support
- Assist the executive in tracking key projects, timelines, and deliverables, following up with relevant departments as needed.
- Conduct basic research, compile information, and prepare summary reports or presentations to support decision making.
- Help coordinate cross departmental communication on strategic initiatives, ensuring alignment and timely updates to the executive.
F. Brand and Professional Representation
- Represent the executive and Palace Group with a polished, professional presence in all interactions, both in person and in writing.
- Uphold and project the company’s luxury brand standards through impeccable etiquette, grooming, and communication style.
Authority of the Position
- Coordinate meetings, schedules, and travel arrangements on behalf of the executive office.
- Communicate and follow up with internal departments and external stakeholders on executive matters.
- Request required information and updates for executive reporting and coordination purposes.
- Coordinate administrative support activities related to the executive office.
- Note: Final approval of business decisions, financial commitments, and external corporate communications remains subject to management approval.
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