Personal Assistant to the Vice Chairman

Job title : Personal Assistant to the Vice Chairman

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.

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

Experience and Qualifications

• Minimum of 7 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