Executive Concierge

SUMMARY:
Executive Concierge

POSITION INFO:

Position Summary

The Executive Concierge provides comprehensive administrative, organizational, and personal support to the company's Directors, ensuring the efficient management of their professional and business activities. Acting as a trusted liaison and coordinator, the Executive Concierge is responsible for managing schedules, communications, travel arrangements, projects, and day-to-day executive requirements.

This role requires exceptional organizational skills, discretion, professionalism, and the ability to anticipate needs before they arise. The ideal candidate is highly proactive, resourceful, and capable of managing multiple priorities while supporting up to four Directors simultaneously.

Key Responsibilities

1. Executive Support

• Provide dedicated administrative and personal support to the Directors.
• Manage and coordinate complex calendars, appointments, meetings, and schedules.
• Prioritize and manage competing requests and commitments on behalf of the Directors.
• Ensure Directors are adequately prepared for meetings, presentations, and business engagements.
• Screen, prioritize, and manage incoming communications and correspondence.

2. Travel & Logistics Coordination

• Arrange domestic and international travel, including flights, accommodation, visas, transportation, and itineraries.
• Prepare detailed travel schedules and supporting documentation.
• Coordinate travel-related expenses and reconciliations.
• Manage last-minute travel changes and logistical requirements.

3. Communication & Liaison

• Act as a key point of contact between the Directors and internal or external stakeholders.
• Draft, review, and manage correspondence, reports, presentations, and other business documents.
• Follow up on outstanding matters, action items, and commitments on behalf of the Directors.
• Maintain professional relationships with clients, suppliers, service providers, and business partners.

4. Administration & Coordination

• Organize meetings, workshops, conferences, and executive events.
• Prepare meeting agendas, documentation, minutes, and action trackers.
• Coordinate and monitor project deadlines, deliverables, and follow-up actions.
• Maintain organized electronic and physical filing systems.
• Assist with special projects and strategic initiatives as directed.

5. Personal Assistance

• Assist Directors with personal administrative matters where required.
• Coordinate personal appointments, reservations, and schedules.
• Manage confidential and sensitive matters with the highest level of discretion.
• Provide support in balancing professional and personal commitments.

6. Office & Operational Support

• Obtain quotations and coordinate purchases on behalf of the Directors.
• Liaise with internal departments to facilitate efficient execution of requests.
• Assist with budget tracking, expense management, and administrative reporting.
• Ensure efficient execution of executive priorities through effective coordination and follow-up.

7. Confidentiality & Professionalism

• Handle confidential information with absolute discretion and integrity.
• Exercise sound judgment in dealing with sensitive business and personal matters.
• Maintain a professional image and represent the Directors and company positively at all times.
• Uphold company values, policies, and governance standards.

Qualifications

• National Senior Certificate (Grade 12).
• Diploma or Degree in Business Administration, Office Management, Executive Assistance, or a related field (preferred).
• Valid driver's license.

Experience & Skills

• Minimum 3 years' experience as an Executive Assistant, Personal Assistant, Executive Concierge, or similar senior support role.
• Experience supporting multiple executives simultaneously.
• Exceptional organizational and time-management skills.
• Excellent written and verbal communication abilities.
• Advanced proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint).
• Strong project coordination and administrative skills.
• Ability to multitask and manage competing priorities effectively.
• High level of discretion, professionalism, and emotional intelligence.

Key Competencies

• Executive support excellence
• Planning and organization
• Professional communication
• Relationship management
• Attention to detail
• Problem-solving and initiative
• Confidentiality and integrity
• Adaptability and resilience
• Time management and prioritization