Executive PA to Chairman at DAV Professional Placement Group

Your Mission:

• Become the Chairman's strategic partner - anticipating needs, solving problems before they arise, and ensuring seamless execution of high-impact priorities across multiple sectors.

Key Responsibilities

• Diary & Time Management

Responsibilities:

• Proactively manage the Chairman's complex and dynamic schedule, ensuring optimal use of time.
• Schedule internal and external meetings, allowing sufficient buffer times for preparation and travel.
• Reschedule or rearrange appointments as needed with minimal disruption and clear communication.
• Flag priority items and ensure sufficient focus time is allocated in the Chairman's diary.
• Maintain a diary of family, friends, and colleagues' events (e.g., birthdays, anniversaries, milestones) and ensure appropriate gifts or acknowledgements are arranged timeously.

Travel Management
Responsibilities:

• Manage end-to-end travel planning of the Chairman, his family, and any guests:
• Coordinate visa applications, ensuring timely submissions and approvals.
• Book international and local flights with careful attention to stopovers and connecting flights.
• Ensure hotel and local transport bookings are confirmed and aligned with travel itinerary.
• Ensure that pick-ups and drop-offs are coordinated with the appointed driver in advance for all local and international travel.
• Monitor travel schedules and check-in ahead of boarding times.
• Provide a comprehensive, easy-to-navigate travel pack before each trip.
• Anticipate risks of delays, short layovers, last-minute changes and proactively mitigate them.

Event Management & Logistics
Responsibilities:

• Lead and coordinate executive and strategic events on behalf of the Chairman, including Board Meetings, VIP engagements and investor presentations.
• Liaise with internal departments, external stakeholders, and service providers to ensure all aspects are managed effectively.
• Prepare event programs, coordinate speaker schedules, and ensure all material is professionally prepared and printed.
• Provide on-the-ground support during events to ensure everything runs smoothly.

Meeting Support & Follow-through
Responsibilities:

• Attend all meetings with or on behalf of the Chairman.
• Accurately capture meeting minutes, key decisions, and action items.
• Ensure action items are followed up and reported back on in a timely and proactive manner.
• Maintain a tracking system to monitor progress of key initiatives and deliverables from meetings.
• Promptly brief the Chairman on important follow-ups and reminders.

Budget Management - Chairman's Office
Responsibilities:

• Track and manage the Chairman's Office budget and personal expenses, including but not limited to:
• Administrative expenses
• Travel and accommodation
• Monthly allowances
• Household expenses
• Ensure all expense records are kept up-to-date, and reports are submitted when required.

Administrative Excellence & Professional Interface
Responsibilities:

• Draft, review, and manage professional correspondence and communications.
• Monitor incoming emails and correspondence for priority issues.
• Liaise with senior stakeholders and serve as a gatekeeper for the Chairman's office.
• Organize and maintain digital and physical filing systems for all Chairman-related documentation.
• Prepare presentations, board packs, reports, and briefing notes as required.
• Uphold confidentiality and discretion in all matters.
• Ensure the Chairman is always well-prepared, informed, and supported in all engagements.

Proactive Support & Initiative-taking
Responsibilities:

• Anticipate the Chairman's needs and take initiative to solve problems before they arise.
• Prepare briefing documents, presentations, and reports as needed.
• Align support with strategic objectives, fast-paced and growth-oriented environment.
• Take ownership of challenges, identify inefficiencies, and design smarter processes.
• Maintain an understanding of business priorities and align support efforts accordingly.
• Any other duties as delegated by the Chairman.

Competencies

• Strategic thinking.
• Exceptional planning and organizational skills.
• Strong business acumen and an entrepreneurial outlook.
• Professional and effective written and verbal communication.
• Proficiency in Microsoft Office Suite, Outlook, MS Teams, Zoom, travel platforms, and collaborative tools.
• Ability to work independently, prioritize, and manage multiple tasks simultaneously.
• Strong interpersonal skills and emotional intelligence.
• Sound judgment, reliability, and initiative.
• Time Management.
• Discreet and trustworthy.
• Detail-oriented with a proactive, solution-focused approach.
• Committed to excellence and continuous improvement.