Virtual Assistant

We are looking for a highly capable, proactive, and organised virtual assistant to provide direct support to an executive.

This is a fast-paced role suited to someone who is a quick thinker, takes initiative, moves quickly, and can stay one step ahead of the executive. The successful candidate will be responsible for managing the executive's day-to-day administrative requirements, keeping their schedule and inbox under control, coordinating meetings, handling calls, and ensuring that everything stays organised and on track.

Key Responsibilities

• Manage and maintain the executive's calendar and daily schedule.
• Coordinate and schedule meetings, appointments, calls, and commitments.
• Manage inboxes, including reviewing, organising, prioritising, and responding to emails where appropriate.
• Ensure important emails and requests are followed up on time.
• Make and receive phone calls on behalf of the executive.
• Take messages, communicate information, and follow up on outstanding matters.
• Coordinate meetings with internal and external stakeholders.
• Prepare the executive for meetings by ensuring all relevant information, documents, and details are available.
• Keep the executive organised and ensure deadlines and commitments are not missed.
• Manage and prioritise competing tasks and requests.
• Handle general administrative and personal-assistant duties as required.
• Follow up with clients, suppliers, employees, and other contacts on behalf of the executive.
• Anticipate the executive's needs and proactively take care of tasks before being asked.
• Maintain a high level of confidentiality when dealing with sensitive business and personal information.

Requirements

• Extremely organised and detail-oriented.
• A fast thinker who can make decisions and respond quickly.
• Proactive rather than someone who needs to be told what to do at every step.
• Comfortable working in a fast-paced and demanding environment.
• Excellent at managing multiple tasks simultaneously.
• Confident and professional when communicating via email and telephone.
• Strong at prioritising and managing time.
• Reliable, responsive, and able to work independently.
• Someone who naturally takes ownership and gets things done.
• Comfortable dealing with executives, clients, and senior stakeholders.
• Tech-savvy and comfortable working with email, calendars, online systems, and various communication tools.
• Able to maintain complete discretion and confidentiality.