Key Responsibilities

1. Diary Management and Scheduling

  • Manage and maintain the Director's daily schedule, appointments, meetings and business commitments.

  • Organise and coordinate internal meetings, client appointments and meetings with external stakeholders.

  • Monitor upcoming appointments, deadlines and business commitments, providing timely reminders to the Director.

  • Arrange and coordinate travel, accommodation and transport where required for business activities.

  • Assist the Director in prioritising daily tasks and managing competing business commitments.

2. Administrative and Secretarial Support

  • Provide day-to-day administrative and secretarial assistance to the Director.

  • Prepare, draft, format and proofread business correspondence, reports, presentations and other documents.

  • Maintain accurate electronic and physical filing systems for business records, contracts and correspondence.

  • Organise, update and maintain administrative records and company documentation.

  • Handle confidential business information with discretion and professionalism.

3. Communication and Correspondence

  • Monitor and manage incoming emails, telephone calls and business enquiries on behalf of the Director.

  • Draft and respond to routine business correspondence under the Director's instructions.

  • Act as a point of contact between the Director, employees, clients, suppliers and external business partners.

  • Communicate instructions and follow up on matters requiring action by relevant staff members.

  • Ensure important messages, requests and business information are promptly communicated to the Director.

4. Meeting and Business Coordination

  • Arrange meetings, prepare agendas and organise relevant supporting documentation.

  • Attend meetings where required, take minutes and maintain records of discussions and agreed actions.

  • Follow up on outstanding action items to ensure tasks are completed within agreed deadlines.

  • Coordinate communication between the Director and relevant departments or external parties.

  • Assist in preparing materials and information required for business meetings and operational reviews.

5. Documentation and Record Management

  • Prepare and maintain company documents, administrative forms and business records.

  • Assist in organising contracts, invoices, quotations and other commercial documentation for the Director's review.

  • Maintain accurate records of correspondence, appointments and operational activities.

  • Monitor administrative deadlines and assist with the timely submission of required documents.

  • Ensure business information is appropriately filed, accessible and kept up to date.

6. Operational and Project Administration

  • Provide administrative support for ongoing business projects and operational activities.

  • Assist the Director in coordinating project-related meetings, documentation and communications.

  • Track administrative tasks, project deadlines and outstanding requests.

  • Liaise with relevant employees, contractors and suppliers to obtain project updates and supporting information.

  • Prepare summaries and progress updates for the Director's review.

  • Help coordinate administrative arrangements for multiple business activities.

7. Office and General Business Support

  • Assist with organising office supplies, equipment and other administrative resources.

  • Coordinate routine office maintenance and administrative service arrangements when required.

  • Support communication between management and employees regarding administrative matters.

  • Assist with organising company events, business functions and staff meetings.

  • Perform other reasonable administrative and secretarial duties consistent with the position of Personal Assistant.

Skills and Competencies

  • Strong organisational, time-management and multitasking abilities.

  • Excellent written and verbal communication skills.

  • Ability to prioritise tasks and work independently under general direction.

  • High level of accuracy and attention to detail.

  • Proficiency in Microsoft Office, including Word, Excel, Outlook and related administrative software.

  • Professional interpersonal skills when communicating with clients, employees and business partners.

  • Ability to handle confidential and commercially sensitive information.

  • Strong problem-solving skills and a proactive approach to administrative responsibilities.

Qualifications and Experience

  • A relevant qualification in business administration, office administration or a related field is desirable; or

  • Relevant experience in personal assistance, secretarial support, administration or office coordination.

  • Previous experience supporting a Director, senior manager or business owner would be advantageous.

Working Relationships

Internal: Company Director, management team, administrative employees and operational staff.

External: Clients, suppliers, contractors, business partners and professional service providers.

Position Expectations

The Personal Assistant is expected to:

  • Provide reliable and timely administrative support to the Director.

  • Maintain professional and confidential communication.

  • Ensure accurate preparation and organisation of business documentation.

  • Support the efficient coordination of management schedules and business activities.

  • Demonstrate initiative, accountability and a high standard of professional conduct.

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