As the Personal Assistant (PA) to the Director, you will serve as a critical bridge between the Director's vision and the company's daily execution. This role is a hybrid of executive support, HR coordination, and office management, requiring high levels of confidentiality, organization, and a proactive mindset.
1. Executive Support & Daily Operations
- Calendar Management: Proactively manage the Director's schedule, prioritizing meetings and resolving scheduling conflicts.
- Communication Bridge: Act as the first point of contact for internal and external stakeholders; filter emails and phone calls.
- Travel Coordination: Arrange end-to-end travel itineraries, including flights, accommodation, and visas.
- Meeting Support: Prepare agendas, attend meetings to take minutes, and track follow-up actions to ensure deadlines are met.
- Document Management: Draft professional correspondence, reports, and presentations on behalf of the Director.
2. HR Operations & Recruitment
- Hiring Coordination: Post job advertisements on various platforms and manage the applicant tracking system.
- Interview Scheduling: Screen initial resumes and coordinate interview timings between candidates and the hiring panel.
- Onboarding: Prepare orientation kits for new hires and facilitate the administrative setup (IT access, workstations, etc.).
- Employee Records: Maintain updated digital and physical employee files, ensuring strict confidentiality of sensitive data.
3. Company Events & Culture
- Event Planning: Lead the organization of company-wide events, such as town halls, team-building retreats, and festive celebrations.
- Vendor Management: Source and liaise with external vendors (catering, venues, printers) to ensure high-quality delivery within budget.
- Office Morale: Assist the Director in implementing initiatives that improve office culture and employee engagement.
4. General Office Administration
- Office Maintenance: Ensure the office environment is professional and well-stocked; manage supplies and equipment maintenance.
- Expense Management: Track and process the Director's expenses and assist in basic bookkeeping/invoicing tasks if required.
- Compliance: Assist in ensuring the company remains compliant with local labor laws and workplace safety regulations.
Requirements & Qualifications
- Experience: 2–4 years of experience in an Assistant or HR Admin role.
- Communication: Exceptional command of English (written and verbal); ability to communicate with high-level executives.
- Discretion: Proven ability to handle highly confidential information with integrity.
- Tech Savvy: Proficiency in Google Workspace/Microsoft Office; experience with HRIS or recruitment software is a plus.
- Personality: A gatekeeper mentality—protective of the Director's time while remaining approachable to the team.
