Personal Assistant to Managing Director

1. Manage the Managing Director's calendar, meetings, appointments and travel arrangements.
2. Organize daily schedules and ensure all meetings are properly coordinated.
3. Screen calls, emails and correspondence.
4. Prepare meeting agendas, presentations and briefing documents.
5. Record meeting minutes and follow up on action items.
6. Maintain confidential company and personal information.
7. Coordinate with clients, consultants, contractors and authorities.
8. Arrange business trips, hotel bookings, visas and transportation.
9. Monitor deadlines and remind the Managing Director of upcoming commitments.
10. Prepare reports, letters, quotations and official correspondence.
11. Conduct research and collect technical or commercial information when requested.
12. Assist with procurement of office and company requirements.
13. Handle personal errands assigned by the Managing Director when required.
14. Ensure complete confidentiality regarding company information.
15. Handle daily office administration.
16. Manage incoming and outgoing correspondence.
17. Prepare official letters, invoices and reports.
18. Maintain employee records and administrative files.
19. Coordinate office supplies and inventory.
20. Assist HR with onboarding, leave records and employee documentation.
21. Coordinate meetings and office logistics.
22. Maintain office filing systems.
23. Support finance with document preparation when requested.
24. Communicate with suppliers, clients and government authorities.
25. Ensure office operations run efficiently.
26. Register all incoming and outgoing documents.
27. Maintain document numbering and revision control.
28. Upload, organize and archive project documentation.
29. Ensure documents are issued to the correct recipients.
30. Track document status and approvals.
31. Maintain document registers.
32. Ensure proper storage of electronic and hard-copy records.
33. Coordinate with project engineers regarding document submissions.
34. Monitor document deadlines.
35. Ensure compliance with company document control procedures.
36. Purchase office supplies, company materials, equipment, and other items as instructed by the Managing Director.
37. Purchase personal items and services for the Managing Director when requested.
38. Collect, deliver, and dispatch documents, materials, packages, and equipment to clients, suppliers, government authorities, banks, or other locations as directed.
39. Coordinate and supervise courier and delivery services to ensure timely collection and delivery.
40. Visit suppliers, vendors, banks, government departments, and other entities on behalf of the Managing Director when required.
41. Handle cash purchases, petty cash transactions, and reimbursement documentation in accordance with company procedures.
42. Obtain quotations, compare prices, and assist in procurement activities to achieve cost-effective purchasing.
43. Ensure all purchased items are checked for quality, quantity, and compliance with the requested specifications before acceptance.
44. Maintain records of purchases, receipts, invoices, and delivery confirmations.
45. Perform personal and business errands for the Managing Director, including urgent tasks outside the office, as instructed.

Pay: AED3,500.00 - AED4,000.00 per month

Work Location: In person