1StepAhead Consulting is your one-stop-shop HR Solutions Provider, helping you turn your business goals into reality with our comprehensive suite of strategic HR Solutions. We have identified the need to support organizations to ensure optimum service delivery which includes meeting legal requirements, hiring and retaining the best talents, and improving business efficiency.
Role Overview
- The Personal Assistant to the Vice Chairman is a critical support role responsible for ensuring the smooth coordination of the Vice Chairman’s professional and personal commitments.
- This position requires a highly organized, detail-oriented, and proactive individual capable of managing complex schedules, handling sensitive and confidential matters, supporting high-level engagements, and providing comprehensive administrative, logistical, and project support.
- The ideal candidate will demonstrate exceptional communication skills, sound judgement, discretion, and the ability to prioritize effectively in a fast-paced environment. The role demands professionalism at all times, including during international travel and high-profile engagements.
Key Responsibilities
Executive and Administrative Support:
- Manage and maintain the Vice Chairman’s diary, appointments, and daily schedule.
- Provide effective daily time management support and ensure optimal use of the Vice Chairman’s time.
- Handle all correspondence on behalf of the Vice Chairman, including email management.
- Take dictation, draft, review, and edit correspondence, speeches, and manuscripts as required.
- Ensure accuracy, quality, and confidentiality in all documentation and communications.
Travel, Logistics and Protocol:
- Travel with the Vice Chairman as required, including at short notice.
- Coordinate all travel arrangements, including flight itineraries, visa processing, passport renewals, and airport protocol.
- Supervise the loading and offloading of luggage during travel engagements.
Meetings, Events and Representation:
- Attend meetings, events, and official engagements alongside the Vice Chairman.
- Represent the Vice Chairman at meetings or functions when required.
- Support the planning, coordination, and execution of events and special projects.
Project and Stakeholder Management:
- Manage and support multiple projects and events concurrently.
- Collaborate with internal teams and external stakeholders on assigned projects.
- Liaise with directors and senior leadership when necessary.
- Act as a key point of contact between the Vice Chairman and staff, partner organisations, and subcontractors.
Asset, Inventory and Personal Support:
- Maintain accurate records, stock-taking, and documentation of the Vice Chairman’s personal items in storage.
- Work closely with HR, Administration, and Personnel Management to ensure proper stocking, issuance, and digitised documentation of corporate items.
- Coordinate with vendors for personal clothing and accessories. Run personal errands as required.
- Carry out any other duties within the scope of the Vice Chairman’s office.
Requirements
Experience and Qualifications:
- 3–5 years’ experience in a similar executive or personal assistant role
- Experience supporting senior executives or board-level leadership is highly desirable
- International travel experience is an advantage
- Good knowledge of the Bible is an added advantage
Required Skills and Competencies:
- Strong administrative and organisational skills
- Excellent written and verbal communication skills
- Exceptional time management and prioritisation abilities
- High level of discretion and confidentiality
- Attention to detail and ability to work under pressure
- Project and event management capability
- Logistics, travel, and protocol management skills
- Strong sourcing and negotiation skills
- Good fashion sense
- Proficiency in Microsoft Office 365.