Personal Assistant at RecruitMyMom

Job Description

• This is a remote position.
• Operating within an established international public affairs and public relations consultancy, this remote role provides high-level administrative and strategic support directly to the Managing Director, for 10 hours per week. The position is essential for streamlining executive engagements, optimizing day-to-day operations, and maintaining seamless communication with high-profile external stakeholders, including politicians and media figures. It offers an excellent opportunity for a proactive professional to manage critical administrative workflows within a high-output, reputation-driven environment.

Key Responsibilities

• Executive & Diary Management: Provide comprehensive, proactive support to the Managing Director by managing a complex diary, scheduling meetings, making travel arrangements, and prioritizing incoming calls and requests.
• Inbox & Correspondence Control: Monitor company emails, screen communications, and handle sensitive or confidential information with the utmost discretion and professional judgment.
• Stakeholder Liaison: Serve as a key point of contact to coordinate interactions and build professional relationships with senior clients, politicians, public officials, representative bodies, and media contacts.
• Office & System Administration: Maintain and update secure internal filing systems, contact databases, and stakeholder records to ensure data integrity and audit readiness.
• Operational Coordination: Organize and coordinate internal team meetings, assist with executive workshops, track meeting action items to ensure rapid resolution, and support client-facing meetings and logistics.
• Financial & Supplier Support: Manage executive expense processing, coordinate with external suppliers, and assist with basic operational compliance workflows.

Requirements

• Proven experience as an Executive Assistant, Professional Assistant, or Personal Assistant supporting senior leadership or executive-level directors.
• Demonstrated history of handling highly confidential correspondence, governance processes, and sensitive information with strict discretion.
• Strong experience in stakeholder liaison, with the confidence and emotional intelligence to engage with high-profile individuals and public figures.
• Exceptional organizational and time-management skills, with a proven ability to manage multiple priorities under pressure and meet tight deadlines.
• Outstanding written and verbal communication abilities, with strong attention to detail and proofreading capabilities.

Preferred Qualifications

• Previous experience operating within a corporate, public sector, regulated environment, or professional services consultancy.

Required Software Skills

• Microsoft Office Suite (Advanced Word, Excel, PowerPoint, Outlook)
• Microsoft SharePoint & Microsoft Planner
• Experience with CRM, stakeholder database tools, or specialized project management systems is advantageous.