Executive Assistant/Personal Assistant

Job Description
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:
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.
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.
Travel
Arrangements:
Make
travel arrangements including flights, accommodations, transportation,
and itineraries for the MD's business trips.
Document
Preparation:
Draft,
edit, and proofread documents, reports, presentations, and other
materials as required.
Meeting
Support:
Prepare
agendas, attend meetings, take minutes, and distribute meeting notes and
action items.
Information
Management:
Organize
and maintain files, records, and confidential information, both
electronic and physical.
Task
Prioritization:
Assist
the MD in prioritizing tasks and managing their to-do list.
Office
Management:
Ensure
the executive office is well-organized, stocked, and equipped with
necessary supplies.
Special
Projects:
Support
the MD in various special projects and initiatives as needed.
Gatekeeping:
Manage
access to the MD and ensure that only relevant matters are brought to
their attention.
Expense
Management:
Process
and track expenses, and ensure compliance with company policies.
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

Desired Candidate Profile

Education:
Any Graduation()
Gender:
nm
Nationality:
Any Nationality