Sr P.A. / Executive Secretary Plus Palace General Contracting LLC

Job Description:

The Senior Personal Assistant/Executive Secretary provides high-level, confidential administrative and organizational support to the General Manager, ensuring the smooth and efficient running of the executive office. The role manages complex calendars, communications, travel, and meeting coordination while acting as a key interface between the executive and internal/external stakeholders. This position requires exceptional professionalism, discretion, and judgment, reflecting Palace Group’s luxury brand image in all interactions.

Key Responsibilities:

A. Executive Support and Diary Management

The Sr. P.A. / Executive Secretary shall oversee executive scheduling and administrative coordination activities.

• Manage and optimize the executive’s calendar, including high-volume scheduling of meetings, appointments, travel, and personal commitments where required.

• Anticipate scheduling conflicts and proactively propose solutions, ensuring effective time management and prioritization.

• Prepare, edit, and proofread correspondence, presentations, reports, and briefing materials to a high standard.

B. Communication and Stakeholder Management

The Sr. P.A. / Executive Secretary shall coordinate internal and external communication activities on behalf of the executive office.

Responsibilities include:

• Act as the primary point of contact for internal and external communications on behalf of the executive, ensuring timely and professional responses.

• Liaise with clients, partners, consultants, and senior stakeholders, maintaining strong relationships and ensuring clear, concise communication.

• Draft emails, letters, minutes, and internal memos, maintaining confidentiality and discretion at all times.

C. Meeting, Event, and Travel Coordination

The Sr. P.A. / Executive Secretary shall coordinate executive meetings, travel arrangements, and corporate engagements.

Responsibilities include:

• Plan and coordinate executive meetings, top management sessions, reviews, and workshops, including agenda preparation, document collation, and minutes-taking.

• Track and follow up on action items, ensuring commitments made in meetings are monitored and completed.

• Arrange complex local and international travel itineraries, visas, accommodation, and logistics, ensuring cost-effective and seamless arrangements.

• Support the planning and execution of corporate events, client meetings, and high-profile engagements in line with the company’s luxury image.

D. Office and Information Management

The Sr. P.A. / Executive Secretary shall oversee executive office administration and information management activities.

Responsibilities include:

• Oversee the smooth operation of the executive office, ensuring it is well-organized, presentable, and equipped with required resources.

• Maintain effective filing systems (digital and physical), records, databases, and contact lists, ensuring ease of access and data confidentiality.

• Prepare and process expense reports, invoices, and procurement requests related to the executive office.

E. Project and Business Support

The Sr. P.A. / Executive Secretary shall support executive coordination related to projects and business activities.

Responsibilities include:

• Assist the executive in tracking key projects, timelines, and deliverables, following up with relevant departments as needed.

• Conduct basic research, compile information, and prepare summary reports or presentations to support decision-making.

• Help coordinate cross-departmental communication on strategic initiatives, ensuring alignment and timely updates to the executive.

F. Brand and Professional Representation

The Sr. P.A. / Executive Secretary shall maintain professional executive representation standards aligned with Palace Group’s image.

Responsibilities include:

• Represent the executive and Palace Group with a polished, professional presence in all interactions, both in person and in writing.

• Uphold and project the company’s luxury brand standards through impeccable etiquette, grooming, and communication style

4.  AUTHORITY OF THE POSITION\

The Sr. P.A. / Executive Secretary shall have authority to:

• Coordinate meetings, schedules, and travel arrangements on behalf of the executive office.

• Communicate and follow up with internal departments and external stakeholders on executive matters.

• Request required information and updates for executive reporting and coordination purposes.

• Coordinate administrative support activities related to the executive office.

Note: Final approval of business decisions, financial commitments, and external corporate communications remains subject to management approval.