The Executive Personal Assistant plays a critical role in ensuring the smooth operation of the executive office.  You will provide comprehensive administrative support to the Chief Executive Officer (CEO) and Chief Operating Officer (COO), handling a wide range of tasks. This includes managing and maintaining executive calendars, coordinating meetings and travel, preparing reports, presentations, assist with planning and executing of special projects and events, and handling confidential information with discretion and professionalism. The ideal candidate will be highly organized, proactive, and capable of managing multiple tasks with precision and efficiency.

Key Result Areas

Administration

• Produce, update, and provide best practice support on a wide range of Microsoft documents, databases, and other departmental systems.

Business Meetings/Events Arrangement

• Schedule appointments, make arrangements for meetings and conferences, and organize travel plans, following instructions to ensure more senior colleagues or a senior executive make the best use of their time.

Correspondence

• Prepare routine letters, email, minutes of meetings, and reports for approval by more senior colleagues or a senior executive.

Document Preparation

• Prepare moderately complex documents using a variety of applications for technology devices, such as standard office software. Also responsible for gathering and summarizing data for reports.

Work Scheduling and Allocation

• Design own monthly schedule and, if necessary, assign work to others in order to speed up office workflow and ensure high-priority tasks get done.

Data Collection and Analysis

• Produce accurate reports for others by collecting data from a variety of standard sources and inputting it into standard formats.

Insights and Reporting

• Extract and combine data to generate standard reports.

Budgeting

• Monitor and analyse data using budgeting systems and protocols.

Personal Capability Building

• Develop and maintain excellent process or technical skills by participating in assessment and development planning activities as well as formal and informal training and coaching.

Operational Compliance

• Develop working knowledge of the organization's policies and procedures and of regulatory codes and codes of conduct relevant to own work, adhering to mandatory procedures to ensure own work is undertaken to the required standards.

Procurement

• Support others by carrying out procurement tasks. Involves following established procedures
  

• Bachelor's degree or equivalent experience in a related field.
• + 8 years of proven experience as an executive assistant or in a similar role.
• Excellent organizational and time-management skills.
• Strong written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Ability to work independently and handle multiple tasks simultaneously.
• Experience with travel coordination and event planning.
• Experience with project management beneficial.
• Familiarity with financial reporting and budgeting.
• Knowledge of the Private Equity industry highly preferred.
  

Key Attributes and Competencies

• High level of professionalism and ability to maintain confidentiality.
• Flexible and adaptable to changing priorities.
• Excellent written and verbal communication skills.
• Strong time-management skills.
• Ability to build rapport and engage at an executive level.
• Excellent intellectual and conceptual abilities.
• Self-motivated, capable of working independently, and results driven.
• Dynamic and able to deal with change.
• High energy level, strong teamwork, and a 'can do' attitude.
• Strong execution skills to close off tasks and projects effectively.
• High attention to detail and accuracy.
• Motivated to ensure high standards of quality and productivity.
• Strong problem-solving abilities.
• High emotional intelligence.