Position Overview
The Executive Personal Assistant plays a vital role in ensuring the smooth, efficient, and professional operation of the Executive Office. The position combines high-level administrative, organizational, and communication functions—providing direct support to senior leadership while managing day-to-day office operations, correspondence, and coordination with internal and external entities.
This role demands discretion, initiative, exceptional multitasking ability, and a deep sense of responsibility and loyalty.
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Key Responsibilities
1. Executive & Administrative Support
• Manage the daily schedule, appointments, and meetings of the executive, ensuring all engagements are well-prepared and time-optimized.
• Handle confidential and sensitive correspondence, maintaining the utmost professionalism and discretion.
• Prepare meeting briefs, presentations, and official documents, ensuring accuracy, formatting, and alignment with the office’s standards.
• Take minutes during meetings, follow up on action items, and ensure deliverables are completed on time.
• Manage local and international travel arrangements, including itineraries, accommodations, and logistics.
• Support personal and professional tasks of the executive as required, ensuring seamless organization and prioritization.
2. Office Management & Operations
• Oversee the day-to-day running of the office, ensuring a professional, organized, and efficient work environment.
• Maintain office supplies, equipment, and inventory; liaise with vendors and service providers as necessary.
• Supervise housekeeping, maintenance, and IT support coordination.
• Manage petty cash, office budgets, and procurement processes in coordination with finance.
• Develop and maintain effective administrative systems and filing (both digital and physical).
• Ensure smooth workflow across departments by tracking deadlines, approvals, and correspondence flow.
3. Communication & Coordination
• Serve as the primary point of contact between the executive and internal/external stakeholders.
• Draft and proofread official letters, memorandums, and email communications in both English and Arabic.
• Manage incoming and outgoing communications with clarity, professionalism, and timeliness.
• Coordinate with government entities, embassies, business partners, and clients for meetings, events, and documentation.
• Represent the executive office in communications, ensuring alignment with organizational values and tone.
4. Event & Meeting Coordination
• Organize and coordinate internal and external meetings, conferences, and high-level events.
• Prepare agendas, documentation, and hospitality arrangements for visiting delegations or VIP guests.
• Oversee logistics for official functions, including catering, transportation, and protocol coordination.
• Support the planning and execution of corporate or philanthropic events linked to the executive office.
5. Human Resources & Support Functions
• Track attendance, leave records, and HR documentation for team members.
• Assist in onboarding new employees and maintaining personnel files and confidentiality.
• Support recruitment logistics and coordination of interviews when needed.
• Foster a positive, efficient, and professional office culture through teamwork and communication.
