Secretary / Executive Assistant

🔑 Key Responsibilities

1. Personalized Guest Services & Logistics

 * Anticipation and Planning: Proactively anticipate guest needs and make all necessary arrangements for their activities, appointments, and requests.

 * Travel Coordination: Manage all aspects of guest travel, including flight bookings, private ground transportation, visa requirements, and itinerary creation.

 * Calendar Management: Schedule and manage guest's personal and social calendars, ensuring timely reminders and smooth transitions between events.

 * Reservations & Bookings: Secure reservations for high-demand restaurants, exclusive events, sporting events, and cultural attractions.

 * Shopping & Errands: Execute personal shopping requests, handle returns/exchanges, and run various personal errands as required.

2. Communication and Administration

 * Gatekeeping: Screen and manage incoming communications (calls, emails, mail) for the guest with the utmost professionalism and discretion.

 * Correspondence: Draft, proofread, and manage professional and personal correspondence on behalf of the guest.

 * Expense Management: Track, process, and reconcile all guest-related expenses and receipts, maintaining organized financial records.

 * Information Management: Maintain highly confidential databases and files, ensuring sensitive information is protected.

3. Discretion and Professionalism

 * Confidentiality: Uphold the strictest level of confidentiality and discretion regarding the guest's identity, activities, and personal affairs at all times.

 * Interface: Act as a professional and courteous liaison between the guest and external parties (e.g., family, business associates, vendors, staff).

 * Problem-Solving: Handle unexpected situations, changes in plans, or emergencies calmly and efficiently, providing effective, on-the-spot solutions.

🎯 Qualifications and Skills

 * Experience: Minimum of [0-3] years of experience as a Personal Assistant, Executive Assistant, or in high-end hospitality/concierge services.

 * Education: Bachelor’s degree preferred, or equivalent experience in a related field.

 * Technical Proficiency: Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and digital calendar/scheduling tools.

 * Communication: Exceptional verbal and written communication skills in English; proficiency in a second language is a significant advantage.

 * Disposition: Proven ability to exercise extreme discretion and professional judgment. Must possess a polished, poised, and approachable demeanor.

 * Logistics: Deep knowledge of high-end travel logistics and protocol, domestically and internationally.

 * Flexibility: Must be willing and able to work flexible hours, including evenings, weekends, and holidays, and travel on short notice as required by the guest.

BBA candidates are preferred.