Personal Assistant

Key Responsibilities

1. Executive Support & CEO Office Management

* Manage the CEO’s calendar, appointments, meetings, travel arrangements, and business correspondence.

* Prepare meeting agendas, briefing notes, presentations, and decision summaries.

* Record meeting minutes and maintain action trackers with clear responsibilities and deadlines.

* Prioritise incoming requests and bring urgent matters to the CEO’s attention.

* Follow up on management instructions and verify that agreed actions have been completed.

* Handle confidential business, financial, employee, and customer information with discretion.

2. Sales Coordination & Business Follow-up

* Track enquiries, leads, quotations, proposals, customer meetings, and pending sales decisions.

* Coordinate with sales teams to ensure timely responses and consistent follow-up.

* Arrange customer appointments, product demonstrations, and business development meetings.

* Draft professional sales correspondence, introduction letters, proposals, and follow-up messages.

* Monitor stalled opportunities and highlight matters requiring management intervention.

* Coordinate with operations and finance on delivery commitments, invoicing, and payment follow-ups.

* Maintain accurate CRM records and prepare concise sales pipeline updates.

3. Marketing & Promotional Planning

* Assist the CEO in preparing monthly and quarterly marketing and promotional plans.

* Maintain a marketing calendar covering campaigns, product launches, events, and customer engagement activities.

* Coordinate with designers, digital marketing teams, sales staff, and external agencies.

* Track promotional activities against approved budgets, deadlines, and objectives.

* Research relevant market trends, competitor activities, and potential business opportunities.

* Monitor campaign enquiries and coordinate timely handover to the sales team.

* Prepare campaign progress summaries and recommend practical improvements.

4. Content Writing & Business Communication

* Write, edit, and proofread professional content for websites, company profiles, brochures, presentations, newsletters, and social media.

* Draft executive correspondence, business proposals, customer communications, announcements, and speeches.

* Adapt writing style to the audience while maintaining a consistent company voice.

* Translate technical product information into clear, persuasive business benefits.

* Develop content calendars aligned with sales priorities and promotional plans.

* Check grammar, spelling, tone, factual accuracy, and brand consistency before submission.

* Obtain appropriate approval before publishing content or issuing communications on behalf of the CEO.

* Maintain organised records of approved content, templates, and marketing materials.

5. Company Administration & Operational Oversight

* Maintain an overview of departmental priorities, deadlines, pending tasks, and unresolved issues.

* Coordinate with department heads to obtain updates and address administrative bottlenecks.

* Monitor customer complaints, service commitments, and overdue actions requiring management attention.

* Coordinate routine office administration, vendor follow-ups, supplies, maintenance, and documentation.

* Track contract renewals, subscriptions, licences, and other important business deadlines.

* Assist HR with recruitment coordination, onboarding arrangements, attendance summaries, and administrative follow-ups.

* Identify recurring delays, incomplete work, process gaps, and avoidable expenditure.

* Recommend practical improvements to reporting, coordination, and accountability.

6. Reporting & Escalation

* Maintain a central management tracker covering CEO priorities, sales, marketing, and administration.

* Submit daily updates highlighting completed work, pending actions, urgent issues, and decisions required.

* Prepare weekly management summaries with action owners, deadlines, progress, and risks.

* Escalate concerns promptly with supporting facts and suggested next steps.

* Verify outcomes before marking tasks as completed.

* Follow up firmly and respectfully while maintaining productive working relationships.

Required Qualifications & Skills

* Bachelor’s degree in Business Administration, Marketing, Communications, English, or a related field, or equivalent relevant experience.

* Preferably 3–5 years of experience in executive assistance, business coordination, marketing support, or office administration.

* Exceptional written and spoken English is mandatory, including the ability to produce polished business correspondence with minimal supervision.

* Strong content-writing, editing, proofreading, and presentation skills.

* Excellent organisational ability, attention to detail, and follow-up discipline.

* Commercial understanding of sales pipelines, customer relationships, and promotional activities.

* Proficiency in Microsoft Word, Excel, PowerPoint, Outlook, and Teams.

* Familiarity with CRM/ERP systems, task-management tools, and social media platforms.

* Ability to manage competing priorities, exercise sound judgement, and work independently.

* High standards of confidentiality, integrity, and professionalism.

Preferred Experience

* Experience supporting a CEO, Managing Director, or senior leadership team.

* Exposure to IT solutions, software, technology services, or a group of companies.

* Experience coordinating across multiple departments, countries, or time zones.

* Familiarity with Canva, content-management systems, and basic digital marketing reporting.

* Responsible use of AI tools for drafting and productivity, with careful fact-checking and protection of confidential information.

Authority & Accountability

The role coordinates and monitors activities on behalf of the CEO. Department heads remain accountable for their teams and deliverables. Financial commitments, policy changes, and external representations must remain within the authority delegated by management.

Performance Measures

* Timely completion of CEO instructions and follow-up actions.

* Quality, accuracy, and professionalism of written communication.

* Timely delivery of approved content and promotional activities.

* Accuracy and usefulness of management reports.

* Reduction in overdue tasks and missed commitments.

* Consistency of sales follow-ups and CRM updates.

* Early identification and escalation of operational issues.

* Professional handling of confidential information and stakeholder relationships.

How to Apply

Send your CV, notice period, salary expectations, and two relevant writing samples to hradmin@lambodragroup.com . Samples may include a business email, promotional article, company introduction, or executive communication, with confidential information removed.

Shortlisted candidates will complete a practical assessment covering business English, content writing, prioritisation, and follow-up coordination.

Email subject: Application — Personal Assistant / Executive Assistant to the CEO