PA to Executive Director [Female Candidates Only]

Job Summary:

The Personal Assistant (PA) to the Executive Director provides high-level administrative support by conducting research, preparing reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings. The PA acts as a gatekeeper and ensures smooth communication between the Executive Director and both internal and external stakeholders.

Key Responsibilities:

• Administrative Support:
  • Manage the Executive Director's calendar, including scheduling meetings, appointments, and travel arrangements.
  • Prepare and edit correspondence, communications, presentations, and other documents.
  • Conduct research, compile data, and prepare papers for consideration and presentation by the Executive Director.
• Communication:
  • Serve as the primary point of contact between the Executive Director and internal/external stakeholders.
  • Screen and prioritize communications, both written and verbal, to ensure the Executive Director’s time is focused on critical issues.
  • Coordinate communication between the Executive Director and other executives, employees, clients, and external partners.
• Meeting and Event Coordination:
  • Organize and manage meetings, including preparing agendas, taking minutes, and following up on action items.
  • Assist in planning and coordinating events, including board meetings, conferences, and other company events.
  • Ensure the Executive Director is prepared for all meetings and events with the necessary documents and information.
• Project Management:
  • Assist the Executive Director with special projects, including tracking progress, coordinating with team members, and ensuring deadlines are met.
  • Manage and monitor budgets, invoices, and financial records as needed.
• Office Management:
  • Maintain office systems, including data management and filing.
  • Handle sensitive information with discretion and confidentiality.
  • Liaise with other staff members, suppliers, and clients on behalf of the Executive Director.

Qualifications:

• Education: Bachelor’s degree in Business Administration, Communications, or related field preferred.
• Experience: Minimum of 3-5 years of experience as a Personal Assistant, Executive Assistant, or in a similar role supporting senior management. Experience in managing complex schedules and multiple priorities.
• Skills:
  • Excellent organizational and time-management skills.
  • Strong written and verbal communication skills.
  • Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
  • Ability to work independently with minimal supervision.
  • High level of discretion and confidentiality.
• Personal Attributes:
  • Professional demeanor and appearance.
  • Strong attention to detail and problem-solving skills.
  • Ability to remain calm under pressure and meet tight deadlines.
  • Flexible and adaptable to changing priorities.

Working Conditions:

• Standard office hours with occasional overtime and weekend work.
• Some travel may be required.

Job Type: Contract
Contract length: 12 months

Pay: AED7,500.00 - AED9,000.00 per month

Education:

• Bachelor's (Required)

Language:

• English (Required)

License/Certification:

• Driving License (Required)