Personal Assistant | Executive Coordinator

We're Hiring: Personal Assistant | Executive Coordinator

Employment Type: Full-Time

Level: Junior to Mid-Level

We are seeking a highly organized, proactive, and discreet Personal Assistant | Executive Coordinator to provide comprehensive administrative and coordination support to senior executives and management. This role requires excellent time management, communication, attention to detail, and the ability to manage multiple priorities while handling confidential information professionally.

Key Responsibilities

• Provide day-to-day administrative and executive support to senior management and executives.

• Manage executive calendars, appointments, meetings, and daily schedules.

• Coordinate internal and external meetings, including invitations, agendas, meeting rooms, and required materials.

• Monitor schedules and proactively identify potential conflicts or scheduling issues.

• Coordinate meetings across different time zones and with multiple stakeholders.

• Prepare meeting agendas, minutes, action items, and follow-up trackers.

• Follow up with relevant stakeholders to ensure agreed actions and deadlines are completed.

• Manage incoming emails, correspondence, calls, messages, and executive communications.

• Draft, proofread, and format professional emails, letters, reports, presentations, and business documents.

• Organize and maintain confidential executive files, documents, records, and information.

• Assist executives with presentations, reports, research, briefing notes, and business materials.

• Conduct research and gather information to support executive decision-making and business activities.

• Coordinate business travel arrangements including flights, accommodation, transportation, itineraries, and travel documentation.

• Prepare detailed travel schedules and ensure executives have all necessary information before business trips.

• Coordinate appointments, client meetings, conferences, corporate events, and business engagements.

• Act as a communication bridge between executives and internal departments, clients, partners, and external stakeholders.

• Handle sensitive and confidential information with a high level of discretion and professionalism.

• Support executives with personal and business-related administrative arrangements when required.

• Maintain task lists, reminders, deadlines, and priority trackers for executives.

• Monitor important deadlines, renewals, appointments, submissions, and business commitments.

• Coordinate projects and special assignments on behalf of management.

• Assist in preparing management reports, presentations, spreadsheets, dashboards, and executive summaries.

• Support expense claims, invoices, purchase requests, and administrative documentation where required.

• Coordinate with HR, Finance, Operations, IT, Sales, Marketing, and other departments on executive requirements.

• Assist with event planning, corporate functions, conferences, and executive-level engagements.

• Manage multiple priorities and respond quickly to urgent requests while maintaining accuracy.

• Anticipate executive needs and proactively prepare information, documents, schedules, and arrangements in advance.

• Identify opportunities to improve administrative workflows, scheduling processes, communication, and executive productivity.

• Perform other administrative, coordination, and executive-support duties assigned by management.

Requirements

• Proven experience in Personal Assistant, Executive Assistant, Executive Coordinator, Administrative Coordinator, Office Administration, or a related role.

• Excellent organizational, scheduling, prioritization, and time-management skills.

• Strong written and verbal communication skills.

• Excellent attention to detail and ability to produce accurate, professional documents.

• Strong ability to manage multiple tasks, deadlines, appointments, and priorities simultaneously.

• High level of professionalism, discretion, confidentiality, and integrity.

• Ability to communicate confidently with executives, senior managers, clients, partners, and external stakeholders.

• Strong interpersonal and relationship-management skills.

• Proactive mindset with the ability to anticipate requirements and take initiative.

• Strong problem-solving and decision-making abilities.

• Proficiency in Microsoft Outlook, Word, Excel, PowerPoint, Microsoft Teams, Google Workspace, and calendar-management tools.

• Experience using Zoom, Teams, Slack, project-management platforms, or other collaboration tools is an advantage.

• Ability to coordinate complex schedules and meetings across multiple time zones.

• Experience arranging business travel, accommodation, transportation, and executive itineraries is preferred.

• Strong research, presentation, document-management, and reporting skills.

• Ability to handle confidential corporate, financial, operational, and personal information responsibly.

• Excellent follow-up skills with the ability to track outstanding actions and ensure completion.

• Ability to work independently with minimal supervision while supporting senior leadership effectively.

• Flexible and adaptable approach to changing schedules, priorities, and urgent requirements.

• Previous experience supporting C-level executives, directors, founders, or senior management is an advantage.

• Experience coordinating projects, corporate events, or executive-level initiatives is preferred.

• Diploma or Bachelor's degree in Business Administration, Management, Communications, Office Administration, or a related field is preferred.

What We Offer

• Opportunity to work closely with senior executives, business leaders, and management teams.

• Hands-on experience in executive support, business coordination, administration, and project management.

• Exposure to corporate operations, strategic meetings, business planning, and executive-level decision-making.

• Opportunity to develop advanced skills in scheduling, communication, organization, stakeholder management, and business coordination.

• Professional training in executive administration, project coordination, communication, and productivity tools.

• Access to modern collaboration, scheduling, communication, and project-management technologies.

• Collaborative and professional working environment.

• Career progression into Senior Personal Assistant, Executive Assistant, Executive Coordinator, Executive Office Manager, Project Coordinator, or Executive Operations Manager roles.

• Opportunities to develop leadership, project-management, organizational, and strategic-support capabilities.

• • Competitive salary, performance incentives, and comprehensive benefits package.