Executive Personal Assistant

Job Description

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