Executive Personal Assistant at Orchid HR Outsourcing

Primary Responsibilities

• Manage and continuously update the executive’s diary and schedule across multiple business areas, ensuring priorities are correctly sequenced and time-sensitive matters are addressed without delay.
• Handle incoming email communications on behalf of the executive office, prioritizing, responding to and escalating correspondence as appropriate.
• Act as the primary point of contact between the executive and internal teams, external partners, contractors, legal counsel and other stakeholders, ensuring clear and timely communication at all times.
• Provide both professional and personal support to the executive, maintaining the highest standards of confidentiality and discretion at all times.
• Coordinate and track tasks, deadlines and operational deliverables across multiple business entities simultaneously, following up proactively to ensure nothing is missed.
• Support the coordination of renovation and property setup projects, including liaising with contractors and vendors, following up on procurement, tracking timelines and escalating issues to the executive as required.
• Maintain clear, up-to-date records of project progress, outstanding action items and key decisions to keep the executive informed at all times.
• Liaise with on-ground site leads to gather real-time progress updates and relay relevant information to the executive office.
• Coordinate with legal counsel on project-related requirements, client needs and approvals, ensuring smooth information flow between all parties.
• Support procurement activities, including obtaining quotes, comparing supplier options, tracking orders and confirming delivery timelines.
• Help manage competing priorities across business areas by keeping the executive informed and flagging any items at risk of delay or non-delivery. Support the coordination of short-let property operations, including liaising with maintenance teams and service providers to ensure property readiness and service quality.
• Follow up on property repairs, restocking and maintenance requirements to ensure operational continuity across all properties. Assist with guest-related matters relating to short-let properties to support smooth operations and maintain occupancy standards.

Secondary Responsibilities

• Be available for responsive, ad hoc executive support outside of standard working hours when required by the executive office.
• Maintain organized filing systems, both digital and physical, for correspondence, contracts, project documents and operational records.
• Support the executive with any other administrative, logistical or operational tasks as they arise, contributing to the overall efficiency of the executive office.

Requirements & Competencies

• Bachelor’s degree in Business Administration, Management or a related field.
• Minimum 3-5 years of verified experience in a PA, executive assistant or senior administrative support role, ideally supporting a director or C-suite principal. Hands-on, demonstrable experience coordinating projects end-to-end, including procurement, contractor liaison and timeline tracking.
• This is a firm requirement and must be evidenced in the application. Familiarity with standard PA responsibilities including diary management, communication handling, stakeholder coordination and confidential executive support.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and digital task or project management tools.
• Strong organizational and multi-tasking skills, with the ability to manage competing priorities across multiple entities without compromising delivery.
• High level of initiative and accountability with ability to follow through independently without needing to be reminded.
• Excellent written and verbal communication skills, with the ability to engage professionally with diverse stakeholders.
• Ability to handle sensitive and confidential information with absolute discretion.
• Calm under pressure, solutions-focused and adaptable to a fast-changing, multi-entity work environment.