Personal Assistant

Job description

Job Purpose
The role holder is responsible for managing all Chairman office services activities including office administration, prioritizing visits or phone calls, and managing the schedules on behalf of the chairman.

Core Responsibilities:

1. Administrative Support: Works alongside the executive's other assistant, supporting tasks and associated tasks relevant to the executive.
2. Manage Calendar: Coordinate and manage the executive's schedule, including meetings, appointments, and travel arrangements.
3. Communication: Handle incoming and outgoing correspondence, including emails, phone calls, and mail. Draft, proofread, and edit documents as needed.
4. Document Management: Organize and maintain files, records, and documentation. Ensure confidential information is securely handled.
5. Travel Arrangements: Plan and book domestic and international travel, including flights, accommodations, transportation, and itineraries.
6. Expense Management: Prepare and submit travel expense reports. Track and reconcile travel-related expenses.

Meeting and Event Coordination:

1. Meeting Preparation: Prepare agendas, presentations, and meeting materials. Take and distribute minutes of meetings.
2. Event Planning: Assist in organizing and coordinating events, conferences, and other functions.
3. Project Management: Assist with special projects and initiatives as directed by the executive. Conduct research and provide summaries and reports. Ensure projects are completed on time and within scope.

Relationship Management:

Client Interaction: Serve as a point of contact for clients and stakeholders. Build and maintain professional relationships.

Problem Solving and Decision Making:

1. Issue Resolution: Identify and address issues proactively. Provide solutions and make decisions within the scope of authority.
2. Priority Management: Assess and prioritize tasks to ensure efficient workflow and meet deadlines.

Draft letters, memos, invoices, reports, and other documents. Perform all other business-related/personal duties as required by the Chairman.

Self-Management Responsibilities:

1. Identifies the training and development requirements for self and agrees on them with the reporting manager to ensure that the required trainings are arranged and attended.
2. Keeps abreast of professional developments, new techniques, and current issues through continued education and professional growth.

Qualifications:

Bachelor's degree in Business Administration, Communications, or related field preferred.

Years of Experience:

Minimum of 5 years of experience in a similar role, supporting senior executives.

Job Specific Skills:

1. Strong knowledge of office administration and operations.
2. Exceptional organizational and time-management skills.
3. Excellent verbal and written communication abilities.
4. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
5. Ability to handle sensitive information with discretion.
6. Strong problem-solving skills and attention to detail.
7. Ability to work independently and as part of a team.
8. Flexibility to adapt to changing priorities and schedules.
9. Fluency in English and Arabic.