Executive Assistant/Personal Assistant

Executive Secretary or Personal Assistant to the Managing Director (MD) of a company typically involves a wide range of tasks that are crucial for the smooth functioning of the executive's office

Job Title: Executive Secretary/Personal Assistant

Location: Dubai

Reports To: Managing Director

Job Summary:

The Executive Secretary/Personal Assistant to the Managing Director plays a critical role in providing high-level administrative support to the MD and ensuring the efficient operation of the executive office. The role involves handling a variety of tasks to enable the MD to focus on their responsibilities effectively.

Key Responsibilities:

1. Calendar Management:

• Schedule and coordinate meetings, appointments, and events for the MD.
• Manage and prioritize the MD's calendar to ensure efficient use of time.

2. Communication Management:

• Act as the primary point of contact between the MD and internal/external stakeholders.
• Screen and manage phone calls, emails, and other forms of correspondence.

3. Travel Arrangements:

• Make travel arrangements including flights, accommodations, transportation, and itineraries for the MD's business trips.

4. Document Preparation:

• Draft, edit, and proofread documents, reports, presentations, and other materials as required.

5. Meeting Support:

• Prepare agendas, attend meetings, take minutes, and distribute meeting notes and action items.

6. Information Management:

• Organize and maintain files, records, and confidential information, both electronic and physical.

7. Task Prioritization:

• Assist the MD in prioritizing tasks and managing their to-do list.

8. Office Management:

• Ensure the executive office is well-organized, stocked, and equipped with necessary supplies.

9. Special Projects:

• Support the MD in various special projects and initiatives as needed.

10. Gatekeeping:

• Manage access to the MD and ensure that only relevant matters are brought to their attention.

11. Expense Management:

• Process and track expenses, and ensure compliance with company policies.

12. Confidentiality:

• Handle sensitive information with discretion and maintain a high level of confidentiality.

Qualifications:

• Proven experience as an Executive Secretary, Personal Assistant, or similar role supporting high-level executives.
• Strong organizational and multitasking skills.
• Excellent communication, both written and verbal.
• Proficient in using office software (e.g., MS Office Suite).
• Discretion and ability to handle confidential information.
• Ability to work independently and take initiative.
• Bachelor's degree or equivalent experience preferred.

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