Description:
We are seeking a proactive and detail-oriented Personal Assistant to support our CEO in a broad range of administrative, executive, and office management tasks. The ideal candidate will ensure the CEO’s schedule runs smoothly and efficiently, while also assisting with essential office duties—including light accounting work. Prior accounting experience is advantageous but not strictly required as on-the-job training will be provided for the right candidate who is willing to learn and grow.
Key Responsibilities
1. Executive Support
- Manage the CEO’s calendar, including scheduling appointments, meetings, and events.
- Coordinate complex travel arrangements (flights, accommodations, itineraries, visas).
- Prepare meeting agendas, take minutes, and follow up on action items.
2. Communication & Coordination
- Handle phone calls, emails, and correspondence on behalf of the CEO.
- Serve as the primary point of contact between the CEO and clients, vendors, and internal teams.
- Draft, proofread, and edit documents, presentations, and reports.
3. Office Administration
- Oversee general office operations, including supply management and basic maintenance requests.
- Maintain organized filing systems for both physical and digital documents.
- Ensure smooth day-to-day office functioning, coordinating with internal staff and external service providers.
4. Accounting & Bookkeeping
- Assist with booking supplier invoices and preparing sales invoices.
- Prepare payment requests for manager/CEO approval.
- Track and follow up on outstanding invoices, reconcile basic financial data, and provide regular updates.
- Participate in basic accounting training provided by the company.
5. Confidentiality & Discretion
- Manage sensitive information with the highest level of professionalism.
- Uphold confidentiality standards, particularly regarding proprietary and personal data.
6. Personal Errands & Liaison
- Occasionally run personal errands on behalf of the CEO, such as coordinating personal travel, managing household bills, or arranging deliveries.
- Act as the liaison with household staff or service providers when necessary.
7. Flexibility & Availability
- Be open to occasional extended or weekend hours, especially around major events or international travel schedules (hours will be compensated on weekdays).
- Provide on-call support for any time-sensitive matters or unexpected changes to the CEO’s itinerary.
Key Skills & Qualifications
1. Education & Experience
- Previous experience in a Personal Assistant, Executive Assistant, Office Manager, or similar role preferred.
- Experience or familiarity with the equestrian industry is advantageous but not mandatory.
- Basic accounting or bookkeeping skills are a plus.
2. Organizational & Administrative Abilities
- Strong attention to detail and the ability to handle multiple tasks simultaneously.
- Excellent calendar management, scheduling, and time-management skills.
- Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) and/or Google Workspace.
3. Communication & Interpersonal Skills
- Fluent in English (spoken and written); additional languages are a plus.
- Professional demeanor and excellent phone and email etiquette.
- High level of emotional intelligence to work with diverse stakeholders.
4. Adaptability & Problem-Solving
- Ability to stay calm under pressure and find creative solutions to logistical and administrative challenges.
- Eagerness to learn new systems and processes, including basic accounting tasks.
5. Discretion & Professionalism
- Ability to handle sensitive and confidential information with integrity.
- Strong sense of responsibility and work ethic.