Personal Assistant

Role Summary:

The personal assistant (PA) works closely with ownership to provide administrative support, usually on a one-to-one basis and often acts as the first point of contact with people from both inside and outside the organization. Makes the best use of his/her time handling administrative support duties tending to banking, and other tasks associated with the ownerships personal and private enterprises including but not limited to: follow-up phone calls, maintaining calendars and appointments to both business and social events, scheduling appointments and other maintenance for vehicles, appliances, etc..
Through extensive organizational skills, the incumbent will be responsible to maintain calendars, schedule appointments, and follow up on necessary tasks as assigned by owner. Keeping high standards of confidentiality, the PA will rely heavily on his/her excellent communication skills trusting that work will be handled efficiently and that discretion and confidentiality are respected to effectively follow-up with vendors, clients, and suppliers as it relates to ownership personal and business enterprises toward achieving optimal results.

Essential Duties and Key Responsibilities:

• Devising and maintaining office systems, including data management and filing;
• Arranging travel, visas and accommodation and, occasionally, travelling with the ownership to take notes or meetings minutes or to provide general assistance during presentations;
• Screening phone calls, enquiries and requests, and handling them when appropriate;
• meeting and greeting visitors at all levels of seniority;
• Organizing and maintaining calendars and making appointments;
• Dealing with incoming email, faxes and post, often corresponding on behalf of the owner;
• carrying out background research and presenting findings;
• Producing documents, briefing papers, reports and presentations;
• Organizing and attending meetings and ensuring ownership is well prepared for meetings;
• Liaising with clients, suppliers and other staff.
• Follows up on all matters assigned including projects, and reviews and edits negotiated contracts for proper grammar;
• Creates list of contact information for all vendors, contacts, and representatives for business enterprises connected to ownerships assigned tasks;
• Performs all administrative duties of an Administrative Assistant/Support/Liaison as it pertains to responsibilities listed;
• Follows up on contractual concerns, discrepancies, questions, and project demands and update ownership weekly;
• Seeks to keep self accurately informed on any project delays, and issues in need of clarification to ensure time lines for renovations, etc., are on schedule and updates ownership weekly or daily as appropriate;
• Ensures all meetings, discussions and documentation are finalized and ready for final ownership approvals/signatures including but not limited to: pricing confirmation, reconciliation where and as appropriate, timing and notifications for:
• Insurance
• Bank Issues
• Title related matters
• Follows up on Insurance on potential issues to bring to resolution and provide ownership with viable options;
• Ensures timely maintenance schedule of vehicles,
• Remains up to date with vehicle renewals (Tags, Insurance, and any pertinent lease payments and fees)
• Keeps abreast of, and updates ownership of the children’s timely school payments;
• Reviews and addresses any fees that seem out of the norm and updates ownership;
• Inquiries and is abreast of any school activities, PTAs, or other school events that require monthly fees or charitable contributions, and manages and updates ownership
• Keeps ownerships calendar up to date with all activities of a personal and business nature;
• Maintains household schedule for Assistants and house staff
• Reviews and reconciles household personnel hours worked, rates of pay and payment of wages to include pick up of cash, accuracy of distribution, etc.
• Reviews personal billing from insurance, to credit card billing and increased rates, fees, and potential discrepancies due to late payments, etc. and takes immediate action to remedy same in accordance with ownership agreements;
• Performs other tasks which may be assigned during the course of employment

The scope of the PA’s role can be extensive and additional duties at times may include:

• Carrying out specific projects and research;
• Responsibility for accounts and budgets;
• May take responsibility for recruiting and training household staff.