Personal Assistant

Personal Assistant to the CEO

Department: Executive Administration Reports To: Chief Executive Officer (CEO) Location: Dubai, UAE Employment Type: Full-Time

1. Job Purpose

To provide high-level administrative, organizational, and executive support to the CEO, ensuring the smooth coordination of daily activities, effective time management, confidential document handling, and timely follow-up on business priorities and management decisions.

1. Key ResponsibilitiesA. Calendar and Meeting Management

• Manage the CEO’s daily calendar, appointments, and business meetings.
• Schedule internal and external meetings with clients, suppliers, consultants, and business partners.
• Coordinate meeting invitations, venues, agendas, and required documents.
• Send meeting reminders and ensure the CEO is adequately prepared.
• Record meeting minutes, action points, and decisions, and follow up with the concerned departments.

B. Communication and Correspondence

• Handle emails, telephone calls, messages, and other communications on behalf of the CEO, as authorized.
• Draft, review, and format professional emails, letters, reports, presentations, and business correspondence.
• Prioritize incoming communications and bring urgent matters to the CEO’s attention.
• Coordinate communication between the CEO and department heads, employees, clients, and external stakeholders.
• Maintain professional communication and ensure timely responses.

C. Executive and Administrative Support

• Prepare daily schedules, briefing notes, reports, presentations, and management summaries.
• Organize and maintain confidential files, contracts, company documents, and executive records.
• Assist with travel arrangements, hotel bookings, transportation, and business itineraries.
• Arrange business lunches, client meetings, and other executive engagements.
• Manage office supplies, administrative requirements, and other tasks assigned by the CEO.

D. Follow-Up and Coordination

• Follow up with department heads and employees on pending tasks, deadlines, and management instructions.
• Maintain an action tracker for the CEO’s priorities and monitor completion status.
• Coordinate with HR, Accounts, Operations, IT, Marketing, Procurement, and Project departments as required.
• Prepare regular updates on pending approvals, ongoing assignments, and outstanding issues.
• Escalate delays, urgent matters, and unresolved issues to the CEO.

E. Document and Information Management

• Prepare, organize, and maintain digital and physical records.
• Ensure documents are correctly named, filed, updated, and easily accessible.
• Assist in preparing business proposals, presentations, reports, and other management documents.
• Handle sensitive company information with strict confidentiality.
• Ensure documents requiring the CEO’

Pay: AED5,000.00 - AED10,000.00 per month

Work Location: In person