Executive Assistant (HNI)

Job Summary: Seeking a discreet, resourceful Executive Assistant (PA) to support a High Net Worth Individual (HNI). Requires strong communication, multitasking, and time management skills to handle both corporate and personal tasks effectively.

Key Responsibilities

Administrative & Office Management:

• Manage front desk operations, greet and assist visitors, and oversee incoming/outgoing mail, shipments, and couriers.
• Handle customer and stakeholder inquiries promptly via telephone and email.
• Ensure office environment remains clean, organized, and professional at all times.
• Manage office and household supplies, including groceries, stationery, and operational requirements.
• Maintain organized filing systems for documents such as customer agreements, licenses, certifications, and reports.

Procurement & Finance Support:

• Prepare and process Local Purchase Orders (LPOs) and Purchase Orders (POs) as instructed.
• Verify invoices and upload them to the Esker system for processing.
• Maintain Pluto card records and transaction data.
• Handle petty cash management and maintain proper records.

Logistics & Coordination:

• Create and manage passes (Individual, Tool, Inbound, and Outbound).
• Prepare invoices and packing lists for international couriers, including chemical samples.
• Track couriers to ensure timely delivery and accurate record-keeping.

HR & Recruitment Support:

• Coordinate with HR to schedule interviews, send confirmations, and provide logistical support to candidates.

Personal Support (as required by HNI):

• Coordinate travel arrangements, itineraries, and accommodation bookings.
• Manage calendars, appointments, and meeting schedules.
• Provide assistance with personal errands and household administration when necessary.