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.