Personal Assistant

Description

As a Personal Assistant (PA) to the Chief Operating Officer (COO) of a Block Management Company, you will play a crucial role in ensuring the efficient operation of the office, supporting the COO's activities, and facilitating effective communication within the organization. In addition to traditional PA responsibilities, you will also be involved in HR and recruitment tasks. Your role will encompass office management, data collection, KPI reporting, meeting coordination, recruitment support, and HR administration.

Responsibilities:

1. Office Management:

• Maintain the COO's calendar, schedule appointments, and manage incoming communications.
• Organize and prioritize tasks to ensure the COO's time is utilized effectively.
• Coordinate travel arrangements, accommodation, and itineraries as needed.
• Prepare and manage office supplies, equipment, and facilities to ensure a smooth working environment.

2. Data Collection and KPI Reporting:

• Collect relevant data and key performance indicators (KPIs) from various departments and stakeholders.
• Compile and analyze data to create comprehensive reports and summaries for the Senior Leadership Team
• Present KPI information in a clear and visually appealing manner using graphs, charts, and presentations.
• Identify trends and insights from data to provide actionable recommendations to the Senior Leadership Team

3. Meeting Coordination:

• Schedule, prepare, and coordinate meetings and appointments for the Senior Leadership Team
• Prepare agendas, presentation materials, and necessary documents for meetings.
• Attend meetings, take accurate and concise minutes, and distribute them to relevant participants.
• Follow up on action points and ensure deadlines are met by tracking progress and reminding stakeholders.

4. HR and Recruitment Support:

• Assist in the recruitment process by coordinating interviews, scheduling assessments, and communicating with candidates.
• Support the onboarding process for new employees, including paperwork and orientation.
• Maintain HR records, update employee information, and ensure compliance with company policies and procedures.
• Assist in organizing training and development initiatives for the company's staff.

5. Communication and Collaboration:

• Serve as a liaison between the Senior Leadership Team and internal/external stakeholders, maintaining professionalism and confidentiality.
• Respond to emails, phone calls, and inquiries on behalf of the Senior Leadership Team, ensuring timely and appropriate communication.
• Collaborate with other executive assistants, HR personnel, and team members to ensure efficient cross-functional coordination.

6. Administrative Support:

• Assist the COO in drafting and editing correspondence, reports, and presentations.
• Perform general administrative tasks, including expense tracking and filing.
• Manage confidential and sensitive information with the utmost discretion.

Qualifications:

• Bachelor's degree in business administration, management, human resources, or related field preferred.
• Proven experience as an executive assistant or personal assistant, preferably with exposure to HR and recruitment activities.
• Strong proficiency in office software (Microsoft Office, Google Workspace) and data visualization tools.
• Excellent organizational skills with the ability to multitask and prioritize effectively.
• Exceptional written and verbal communication skills.
• Analytical mindset with the ability to interpret data and generate insights.
• Basic understanding of HR practices and employment regulations.
• Professionalism, discretion, and the ability to handle confidential information.
• Adaptability and the capability to thrive in a fast-paced, dynamic work environment.
• Any experience in Block Management would be preferrable

Benefits:

• Competitive salary and benefits package.
• Opportunity to work closely with senior leadership, HR, and gain exposure to strategic decision-making.
• Professional development opportunities to enhance skills and knowledge.
• Dynamic and collaborative work environment.