Job Summary:
We are seeking a highly organized, professional, and proactive Personal Assistant to provide comprehensive administrative and secretarial support to the Director. The successful candidate will be responsible for managing schedules, coordinating meetings, handling correspondence, arranging travel, and ensuring the smooth day-to-day operation of the Director's office. The role requires exceptional communication skills, discretion, confidentiality, and the ability to manage multiple priorities in a fast-paced trading company environment.
Key Responsibilities:
- Executive & Administrative Support
- Manage the Director's calendar, appointments, meetings, and business commitments.
- Screen phone calls, emails, and correspondence, prioritizing and responding where appropriate.
- Prepare meeting agendas, presentations, reports, and other business documents.
- Draft, review, and manage business correspondence on behalf of the Director.
- Maintain organized filing systems for both physical and electronic records.
- Handle confidential information with the highest level of discretion.
-
- Meeting & Coordination
- Schedule and coordinate internal and external meetings.
- Prepare meeting materials, take minutes, and follow up on action items.
- Liaise with clients, suppliers, government entities, and business partners on behalf of the Director.
- Coordinate communication between departments to ensure timely execution of tasks.
-
- Travel & Event Management
- Arrange domestic and international travel, including flights, accommodation, transportation, and visa requirements.
- Prepare travel itineraries and ensure all travel-related documents are in order.
- Organize company events, business meetings, and corporate functions as required.
-
- Office & Business Support
- Monitor and manage office supplies and administrative requirements related to the Director's office.
- Assist in preparing reports, budgets, and expense claims.
- Track deadlines, projects, and key business activities to ensure timely completion.
- Support special projects and business initiatives assigned by the Director.
-
- Stakeholder Management
- Serve as the primary point of contact between the Director and internal/external stakeholders.
- Maintain professional relationships with clients, suppliers, and business partners.
- Represent the Director professionally when interacting with external parties.
Requirements:
- Bachelor's Degree in Business Administration, Management, or a related field.
- Minimum 3–5 years of experience as a Personal Assistant, Executive Assistant, or similar role supporting senior management.
- Experience working within a trading, distribution, or commercial organization is preferred.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
- Excellent written and verbal communication skills in English.
- Strong organizational and time-management skills.
- Ability to multitask and work under pressure while meeting deadlines.
- High level of integrity, professionalism, and confidentiality.
- Strong attention to detail and problem-solving abilities.
- UAE experience is preferred.
