Executive Personal Assistant

Executive Personal Assistant

Role Description:

The Executive Personal Assistant will provide high-level administrative and operational support

to the Chief Operating Officer. The role requires a highly organized, professional and

dependable individual who can manage multiple priorities, maintain confidentiality and work

independently in a fast-paced executive environment.

Responsibilities:

• Executive and Administrative Support
• Manage the COO’s calendar, appointments, meetings and daily schedule.
• Coordinate internal and external meetings.
• Prepare meeting agendas, presentations, reports and supporting documents.
• Attend meetings when required and take accurate, professional meeting notes and minutes.
• Record decisions, action items, responsible persons and deadlines.
• Follow up on outstanding action items and provide progress updates to the COO.
• Draft and manage professional correspondence, emails, letters and reports.
• Maintain organized electronic and physical filing systems.
• Handle confidential and sensitive information with discretion.
• Travel Arrangements
• Coordinate all domestic and international travel arrangements for the COO.
• Arrange flights, accommodation, ground transportation, visas and travel itineraries.
• Prepare comprehensive travel schedules and ensure that all necessary documentation is available.
• Manage last-minute travel changes and resolve travel-related issues promptly.
• Coordinate travel-related expense documentation and claims.
• Timesheets and Timekeeping
• Prepare, review and submit the timesheets accurately and within the required deadlines.
• Maintain accurate timekeeping and attendance records where applicable.
• Monitor deadlines for timesheet submissions and follow up on outstanding information.
• Liaise with Payroll, Human Resources and Finance regarding timesheet or timekeeping queries.
• Expenses and Credit Card Administration
• Prepare and submit the COO’s business expense claims.
• Collect, verify and organize receipts and supporting documents.
• Complete monthly company credit card reconciliations accurately and on time.
• Allocate expenses to the correct departments, projects or cost centers.
• Investigate and resolve discrepancies in collaboration with the Finance Department.
• Maintain complete and audit-ready expense and reconciliation records.
• General Coordination
• Act as a professional point of contact between the COO and internal and external stakeholders.
• Screen and prioritize calls, correspondence, meeting requests and enquiries.
• Coordinate executive events, management meetings and business functions when required.
• Support special projects and complete ad hoc assignments as directed by the COO.
• Anticipate the COO’s administrative requirements and proactively address them.

Requirements:

• Diploma or bachelor’s degree in Business Administration, Office Management, Executive Secretarial Studies or a related field is preferred.
• Previous experience as an Executive Personal Assistant, Personal Assistant or Executive Secretary.
• Fully conversant in English, both written and spoken.
• Arabic language proficiency is required.
• Excellent working knowledge of Microsoft Word, Excel and PowerPoint.
• Proficient in the professional use of ChatGPT and other AI productivity tools for drafting, summarizing, research support and administrative efficiency.
• Experience with travel coordination, timesheets, timekeeping, expense claims and credit card reconciliations.
• Strong note-taking and minute-taking ability.
• Excellent verbal and written communication skills.
• Professional, polished and presentable appearance.
• Strong organizational and time-management skills.
• Ability to work independently with minimal supervision.
• Ability to prioritize tasks and manage competing deadlines