Personal Assistant

Job Description

Job Summary:Providing the Managing Director (MD) office with operational and administrative support. Ensuring the MD office?s tasks and projects are well managed and organized in terms of (meetings, reporting, researching, follow-ups, records management etc..), as well as acting as the first point of contact in arranging the MD?s official trips, official meetings, guests? relations, agendas, and communications.Duties and Responsibilities:

• Acting as the first point of contact: dealing with MD interlocutors, guests and official delegations, official correspondence in both English and Arabic in addition to assisting the MD in all administrative and operational tasks, according to need and as assigned in terms of reporting and follow-up on the implementation of all tasks.
• Organizing and maintaining MD?s agendas and meetings programs, including setting visits and appointments.
• Welcoming guests by greeting them at all levels of seniority, in person or over the phone/email, and answering or directing inquiries to the concerned departments and staff.
• Conducting research and analyzing data, including preparing briefs and concise reports for MD use and meetings.
• Managing specific projects as requested by the MD related to the organization?s activities and programs.
• Preparing presentations for MD meetings, including developing the draft texts, researching data and consulting with different departments and individuals, creating slides, and consulting technical staff on adding visuals/audio and graphs as needed.
• Submitting reports as requested and delivering research with outcomes in the form of reports and summaries.
• Drafting official correspondence in English and Arabic, in addition to preparing briefing notes, speaking points and presentations as per the set standards and templates.
• Working closely with the MD to organize VIP visits, activities and events, this may include conducting field visits for the preparations of the organization?s events or activities that will need the involvement of the MD.Coordinating with concerned other sections and departments to ensure visits and activities are set as required.
• Receiving the Managing Director?s mail and bringing to the attention of the MD the important letters and faxes received. Forwarding, on behalf of the MD, official letters, and faxes to the concerned departments, in addition to preparing official replies to received letters and faxes as needed.
• Organizing and attending meetings when required while ensuring that the Managing Director is provided with all relevant documents.Taking notes and minutes of meetings as required and using the approved formats.
• Keeping an overview of all the ongoing programs/projects, following ups with concerned departments and external parties if needed, and notifying the MD of any upcoming deadlines, actions that need to be taken, and any other relevant matters.
• Organizing, filing, and archiving relevant documents; both electronically and in hard copies, in addition to creating and updating the MD office?s contact lists, and creating a filing system as needed including providing historical references in an easy manner to retrieve.
• Arranging the MD?s travels; including booking flights and arranging for accommodation, transportation, and scheduling meetings.This may include occasionally travelling with the MD to take notes at meetings, or to provide general assistance during presentations or any other related matter.
• Maintaining the MD office inventory of equipment and office supplies.Ordering assets and supplies for the use of the MD office as needed.
• Keeping and updating a database of all entities and individuals that includes their information, and is an easy manner to retrieve.
• Managing and balancing MD?s office petty cash and updating expense reports whenever the petty cash is used.
• Manage MD hospitality?s events, this includes compiling guest lists, sending invitations, managing RSVPs, arranging receptions, and booking lunches, dinners, day trips and any other hospitality requirements.
• Implementing any other task as may be requested by the direct manager.

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