Personal Assistant to Managing Director

Job Description

Job Description
We are seeking a highly organized, reliable, and proactive Personal Assistant to the Managing Director (MD) to support both business and personal matters. The ideal candidate will manage the MD’s daily schedule, communications, administrative workload, and occasional family-related tasks. This role requires professionalism, confidentiality, flexibility, and strong multitasking abilities.

Key Responsibilities
– Executive & Administrative Support
– Manage and maintain the Managing Director’s schedule, appointments, and calendar.
– Organize internal and external business meetings, including logistics.
– Prepare agendas, attend meetings, take detailed minutes, and document action items.
– Follow up with departments and teams on assigned tasks and deadlines.
– Draft, review, and send professional emails, letters, and communications.
– Handle confidential documents and maintain proper filing systems.
– Coordinate business travel (flights, hotels, itineraries, reservations).

Office Coordination & Operations
– Serve as the primary point of contact for internal and external stakeholders.
– Screen and respond to calls, messages, and emails on behalf of the Managing Director.
– Request payments, track invoices, and assist with basic financial record-keeping.
– Liaise with HR, finance, operations, vendors, and service providers as needed.
– Ensure smooth daily operations related to the CEO’s office activities.

Personal Support
– Assist with personal errands such as grocery shopping and home-related tasks.
– Drive the Managing Director to meetings and appointments when required.
– Support school-related responsibilities for the children (drop-offs, pick-ups).
– Help coordinate family events, travel arrangements, and logistics.
– Provide flexible assistance beyond office hours when needed.

Task Management & Problem Solving
– Anticipate needs and proactively address issues.
– Prioritize multiple assignments with strong time management.
– Ensure timely completion of tasks delegated by the Managing Director.
– Prepare summaries, notes, briefs, and follow-up reports as required.

Skills & Competencies
– Excellent organizational and time-management skills.
– Strong communication abilities (written and verbal).
– High level of discretion and confidentiality.
– Professional attitude and polished presentation.
– Ability to multitask and adapt in a fast-paced environment.
– Proactive, dependable, and solution-oriented mindset.
– Strong interpersonal skills and emotional intelligence.
– Tech-savvy with proficiency in MS Office, Google Workspace, and email management.

Requirements
– Proven experience as a Personal Assistant, Executive Assistant, or similar role.
– Valid UAE driving license (mandatory).
– Ability to support both business and personal tasks.
– Strong English language skills.
– Bachelor’s degree preferred but not required.
– Must be based in the UAE.
– Willingness to work flexible hours when needed.
Languages
Any
Nationality
Any
Company Size
11-50
Skills
Planning skills
UAE Driving License
High energy
Microsoft Operating Systems
MS Office
Procurement
Confidence
XSL