Personal Assistant To Director (Remote)

Swastik Institute of Dance; United States; Remote; USD 90,000 - 130,000; Full time

Job summary

Swastik Institute of Dance seeks a highly organised Personal Assistant to support the Director of an Australian business group managing five different businesses.

You will manage the Director's day-to-day personal and professional administrative needs, ensuring schedules, communications, commitments and priorities are handled efficiently with discretion and independence.

Qualifications

• 25 years of experience as a Personal Assistant, Executive Personal Assistant or similar.
• Excellent English communication skills, both written and verbal.
• Strong organisational and multitasking abilities.
• Proficiency in Google Calendar, Gmail, Microsoft Office and Google Workspace.
• Comfortable using AI tools such as ChatGPT.
• Excellent research and problem-solving abilities.
• High level of confidentiality, professionalism and reliability.
• Ability to work independently and accommodate Australian working hours.

Responsibilities

• Manage the Director's daily schedule, appointments and personal commitments.
• Arrange travel, flights, accommodation, transport and reservations.
• Maintain reminders for important personal and professional deadlines.
• Assist with online purchases, bookings, subscriptions and personal administrative tasks.
• Research products, services and other information as requested.
• Coordinate personal appointments and follow up on outstanding matters.

Skills

Excellent English

Organisational multitasking

AI tools familiarity

Independent working

Discretion and confidentiality

Tools

Google Calendar

Gmail

Microsoft Office

Google Workspace

ChatGPT

Job description

About the Position

We are seeking a highly organised, reliable and proactive Personal Assistant to support the Director of an Australian business group managing five different businesses.

The successful candidate will be responsible for managing the Director's day-to-day personal and professional administrative requirements, ensuring her schedule, communications, commitments and priorities are handled efficiently.

We are looking for someone trustworthy, discreet, attentive to detail and capable of anticipating needs without constant instructions.

Key Responsibilities

Personal Assistance

• Manage the Director's daily schedule, appointments and personal commitments.
• Arrange travel, flights, accommodation, transport and reservations.
• Maintain reminders for important personal and professional deadlines.
• Assist with online purchases, bookings, subscriptions and personal administrative tasks.
• Research products, services and other information as requested.
• Coordinate personal appointments and follow up on outstanding matters.

Calendar & Email Management

• Organise and manage multiple calendars and inboxes.
• Schedule and reschedule meetings, calls and appointments.
• Prioritise important emails and bring urgent matters to the Director's attention.
• Draft emails, messages and correspondence on behalf of the Director.
• Maintain an organised calendar and prevent scheduling conflicts.

Business-Related Personal Assistance

• Assist the Director with administrative requirements across five businesses.
• Communicate with employees, managers and external contacts on the Director's behalf.
• Follow up on tasks and commitments assigned by the Director.
• Prepare meeting notes, reminders, documents and simple reports.
• Coordinate meetings and maintain a record of important decisions and action items.

Daily Support

• Prepare a daily summary of meetings, appointments and priorities.
• Remind the Director about upcoming commitments and outstanding tasks.
• Maintain personal and professional to-do lists.
• Follow up proactively to ensure important matters are not forgotten.
• Handle confidential information with complete discretion.

Requirements

• 25 years of experience as a Personal Assistant, Executive Personal Assistant or similar.
• Excellent English communication skills, both written and verbal.
• Strong organisational and multitasking abilities.
• Proficiency in Google Calendar, Gmail, Microsoft Office and Google Workspace.
• Comfortable using AI tools such as ChatGPT.
• Excellent research and problem-solving abilities.
• High level of confidentiality, professionalism and reliability.
• Ability to work independently and accommodate Australian working hours.

Ideal Candidate

We are looking for someone who:

• Is proactive rather than reactive.
• Remembers details and follows through on commitments.
• Can manage both personal and business-related tasks.
• Is comfortable communicating directly with senior professionals.
• Can prioritise urgent matters and handle changing schedules.
• Has a genuine interest in long-term employment.