About the Role: Responsibilities, Skills, and Requirements
Introduction
Ever wondered what it’s like to be right at the heart of the action in a creative, high-energy business? As a Personal Secretary to our Director, you’ll get a front-row seat to the vibrant world of event management and media—all while playing a vital role that truly keeps the wheels turning. If you thrive when juggling multiple priorities, take pride in your organizational wizardry, and enjoy a bit of glamour mixed with hard work, this could be your next big break.
About the Company
We're a close-knit, fast-growing team that believes the best ideas happen when everyone feels comfortable sharing them—over coffee, on a Zoom call, or even in the mad dash before an event launch. With every new project, from star-studded corporate galas to behind-the-scenes media productions, our company keeps pushing the boundaries of what’s possible. Our Director leads with vision (and the occasional playlist for creative inspiration), and we’re committed to growing with heart, style, and collaboration. Friday brainstorming sessions can get lively here, fueled by pastries and plenty of laughter.
What You’ll Be Doing
- Act as the trusted gatekeeper for the Director, managing her schedule, screenings, and priorities with care and discretion
- Organize and coordinate meetings, calls, appointments, and travel—sometimes at a moment’s notice
- Prepare meeting briefs, draft correspondence, and follow up on action items to keep projects moving forward
- Support the Director’s communications—answering calls, handling emails, and, yes, sometimes gently reminding her of deadlines
- Liaise with clients, vendors, and team members to ensure everyone is on the same (beautifully organized) page
- Help plan and execute special company events, from VIP media launches to milestone team celebrations
- Tackle day-to-day admin tasks (file management, expense tracking, etc.), so nothing falls through the cracks
- Bring a calm, proactive energy to the fast-paced (occasionally unpredictable) world of events
What You’ll Bring
Must-Haves:
- Previous experience as a secretary, executive assistant, or similar support role
- Exceptional written and verbal communication skills (you’re the go-to proofreader among friends)
- Friendly professionalism, with the grace to handle confidential information
- Master of multitasking—switching gears comes naturally to you
- Strong organizational skills, obsessive attention to detail, and reliability
- Tech-savvy—comfortable with MS Office, online calendars, and (ideally) basic event planning tools
- A can-do attitude with a dash of positive energy
Nice-to-Haves:
- Experience in the events, PR, or media industry
- Good taste in playlists—our Director always welcomes new music
- Social media skills for occasional company posts
- Fluent in more than one language
Not sure you tick every box? We’d still love to hear from you.
Why You’ll Love Working Here (Benefits & Perks)
- Supportive, friendly team that genuinely roots for your success
- Opportunities to grow your career and learn from the best in the industry
- Flexible working hours—some remote work is possible depending on the schedule
- Access to exciting events and industry happenings (you’ll never get bored)
- Weekly team check-ins, plenty of coffee, and the occasional team lunch or celebration
- Modern workspace with a creative vibe—no boring cubicles here
Here, your ideas, energy, and initiative won’t go unnoticed. If you’re ready to bring your organizational superpowers to a team that values innovation and camaraderie, we can’t wait to meet you!
Common Interview Questions and Tips
To help you prepare and feel confident, here are some questions you might encounter during the interview process for this role.
- Can you describe how you would organize and prioritize a Director’s day when last-minute schedule changes or urgent requests come up?
- Walk me through your process for managing multiple calendars, appointments, and travel arrangements—what tools do you rely on, and how do you ensure nothing is missed?
- Tell us about a time when you had to communicate sensitive or confidential information. How did you handle it discreetly and professionally?
- How do you approach drafting correspondence or preparing meeting briefs to make sure every detail is clear and the tone matches the Director’s style?
- In what ways have you supported event planning or execution in past roles, especially in high-pressure or fast-paced environments?
- What experience do you have using digital tools like MS Office, online calendar systems, or any project management or event planning software?
- Describe a challenging situation where several urgent tasks competed for your attention. How did you manage your workload and keep everything on track?
- Give an example of how you’ve worked with clients, vendors, or diverse internal teams to coordinate activities or share project updates smoothly.
- How do you stay calm and proactive when unexpected issues arise just ahead of an important meeting or event?
- Our Director values creativity and positive energy—how would you contribute to a collaborative, upbeat work environment, even during busy periods?
- What excites you about working in a creative, close-knit team that values fun as much as hard work?
- There’s a strong emphasis here on open communication and sharing ideas. Can you share a time you contributed to a team discussion or brainstorming session?
- Sometimes we ask team members to pitch in with company social media or creative promotions. Are you comfortable taking on these extra touches, and what might you share to reflect our culture?
- Why do you think your background and skills would make you a great fit for our unique mix of media, events, and collaboration?