Personal Assistant to Director

Personal Assistant to Director

Personal Assistant jobs in Dubai and executive support roles in the Middle East are now available for experienced administrative professionals. We are seeking a Personal Assistant to Director to provide high quality organisational support, manage diary and travel arrangements, coordinate Board meetings and minute-taking, prepare bid submissions and presentations, and ensure compliance around expenses, travel, and risk management. The ideal candidate has a minimum of five years of admin experience in a highly pressurised environment, advanced Microsoft Office 365 suite skills, and strong organisational and interpersonal skills.

Job Description

PA’s Administrative Duties

Not limited to the following:

• Provide high quality organisational support services to the Director.

• Bring the administrative team together to work as one team and build a sense of team amongst this group.

• Word processing correspondence, memos and reports.

• Prepare presentations.

• Organise and maintain effective filing systems (including digitally).

• Ensure compliance in the team around expenses, travel, hotel bookings, client care, risk management.

• Keep and maintain an accurate record of papers, electronic email correspondence and contacts list.

• Building connections with PAs/EAs in the region and especially with clients.

• Full Board meeting management.

• Minute taking and action tracking.

Email and Phone Call Management

• Filter general queries, phone calls and invitations to the Director by redirecting or taking forward such contact as appropriate.

• Develop and maintain effective electronic email filing system.

• Highlight urgent correspondence and print attachments.

• Prepare correspondence on behalf of the Director, including the drafting of general replies if instructed.

Diary and Travel Management

• Ensure busy diary commitments and travel arrangements are managed effectively including assessing priority of appointments, reallocation as necessary and troubleshooting problems.

• Conduct weekly diary meetings with the Director to discuss upcoming engagements, invitations and other requests.

• Coordinating and arranging video and conference calls.

• Schedule on behalf of the Director meetings between him and his direct reports.

• Liaise with relevant individuals and external organisations to arrange meetings, organise schedules, prepare agendas and draft minutes.

• Making travel arrangements and booking accommodation.

Meeting and Event Management

• Provide support for an extensive range of meetings, including providing location maps, preparing agendas, pre-meeting briefings and meeting papers, noting action points and following them up.

• Management of Board meetings including plotting dates for the year, management of Board pack and invitations, minute taking and distributions of minutes, organising travel arrangements of attendees.

• Planning, managing and organising client and staff events and providing administrative support such as sending invitations, booking venues and arranging transportation.

Bid Support

• Prepare bid submissions including formatting of documents, selecting images, identifying CVs and sourcing case studies.

• Production of bid presentation material.

• Ensure all bids are timely submitted and are of consistent quality as per client instructions.

• Follow Director’s instructions on any other bid tasks.

Qualifications

Required Skills

• A minimum of five years of admin experience in a highly pressurised environment requiring tact, judgment and discretion in handling internal and external contacts.

• Advanced Microsoft Office 365 suite skills (Word, PowerPoint and Excel, Teams).

• Efficient and proficient in managing workload and tasks assigned.

• Excellent typing skills, good computer literacy speed and accuracy essential.

• Strong organisational skills with the ability to maintain balance among multiple priorities, with attention to detail and quality delivery.

• Proven ability to work under pressure and to tight deadlines.

• Excellent attention to detail, including proof reading skills, with the ability to maintain a high level of accuracy.

• Strong interpersonal skills and the ability to build relationships with all team members, stakeholders, Board members and external partners/vendors.

• Ability to deal with sensitive information with discretion and to maintain confidentiality at all times.

• Experience of diary management, researching and booking of travel and accommodation.

• Take up additional responsibilities and challenges.

• Proactive and flexible in approach.

• Keen eye for compliance, aware of policy and ensuring the team adhere.

Character Attributes

• Trustworthy.

• Self-motivated, proactive, a quick learner, highly organised and able to work on their own initiative with minimum supervision.

• Excellent communication, coordination skills and ability to deal confidentially with information.

• Familiarity working in a dynamic and demanding environment.

• Must be strong enough to push back on requests to manage their own workload.

• Must be willing to continuously learn and always willing to find the most efficient ways of working and share knowledge.

• Bring the admin team together to work as one team, be the eyes and ears for the Country Manager, be indispensable.

• Never afraid of suggesting new ways of working especially if beneficial for the team.

• Must be able to ask for support from the team and wider PA network when required.