About the role
Calendar & Diary Management: Schedule and organize daily appointments, meetings, and business engagements, ensuring optimal time management and resolving any scheduling conflicts.Communication Management: Screen, filter, and prioritize incoming calls, emails, and post. Respond on behalf of the Executive or redirect inquiries to the appropriate department when necessary.Travel & Logistics Coordination: Arrange comprehensive travel itineraries, including flights, accommodation, visas, and ground transportation, providing detailed schedules for business trips.Documentation & Reporting: Draft and format professional correspondence, official memos, presentations, and comprehensive reports with high accuracy in both English and Arabic.Meeting Administration: Prepare agendas, assemble briefing materials, take accurate Minutes of Meetings (MoM), and proactively follow up on action items with relevant stakeholders.Filing & Data Confidentiality: Establish and maintain secure, organized physical and digital filing systems, ensuring absolute discretion and confidentiality regarding sensitive corporate and personal data.Liaison & Gatekeeping: Serve as an effective bridge for communication between the Executive and internal department heads, staff, clients, and external business partners.Personal Ad-hoc Tasks: Handle personal administrative tasks and errands as required to ensure the Executive can focus fully on strategic business priorities.
Education: Bachelor’s degree in Business Administration, English Literature, Public Relations, or a related field. Professional certifications in Executive Secretarial Studies are a plus.Experience: A minimum of 3 to 5 years of proven experience as a Personal Assistant or Executive Secretary, preferably supporting C-level executives.Language Proficiency: Full professional fluency in both English and Arabic (written and spoken), with exceptional business writing skills.Discretion & Integrity: An outstanding ability to handle confidential, sensitive organizational and personal information.Time Management & Multitasking: Exceptional organizational skills with the ability to prioritize a heavy workload and manage multiple tasks simultaneously under tight deadlines.Interpersonal & Communication Skills: Excellent verbal and written communication skills, combined with diplomacy and professional etiquette.Technical Proficiency: Advanced command of Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and digital calendar/scheduling tools.Adaptability & Problem-Solving: Highly resilient and flexible in fast-paced environments, with a proactive approach to anticipating needs and solving logistical issues.
