Personal Assistant

Job Summary

The Personal Assistant provides comprehensive administrative and operational support to management, ensuring the smooth execution of daily business activities. The role involves managing correspondence, coordinating logistics and shipments, handling documentation and liaising with suppliers.

Key Responsibilities

Executive & Administrative Support

• Manage and prioritize emails, phone calls, and correspondence on behalf of management.
• Prepare letters, presentations, and other business documents.
• Maintain schedules, appointments, meetings, and travel arrangements.
• Organize and maintain physical and electronic filing systems.

Coordination

• Serve as the primary point of contact for Suppliers/Manufacturers
• Follow up on inquiries, orders, and service requests.
• Coordinate communications between internal departments and external partners.
• Prepare purchase orders, invoices, and receipts

Logistics & Shipment Administration

• Prepare and process shipping and customs-related documentation.
• Coordinate with clearing agents, freight forwarders, and logistics providers for shipment clearance and delivery.
• Monitor shipment status and follow up to ensure timely processing.
• Draft authorization letters and other supporting documents required for customs and transportation procedures.

Documentation & Record Management

• Maintain records of transactions, contracts, orders, invoices, and correspondence.
• Ensure all company documents are properly filed and readily accessible.

Skills

Qualifications

• Proven experience as a Personal Assistant, Executive Assistant, or Administrative Assistant.
• Strong written and verbal communication skills.
• Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint).
• Excellent organizational and time-management abilities.
• Ability to multitask and work independently.
• Ability to use AI tools effectively
• Knowledge of automotive, logistics, shipping, or customs procedures is an advantage.