Personal Assistant

JOB SUMMARY

The Personal Assistant performs complex and confidential administrative and clerical duties to ensure the professional, efficient and effective fulfilment of the company’s objectives.

DUTIES AND RESPONSIBILITIES

• Preparing and editing correspondence, communications, presentations and other documents as requested;
• Filing and retrieving documents and reference materials related to business and personal matters;
• Handling bills and carrying out expense reports upon request;
• Conducting research, collecting and analysing data to prepare reports and documents as needed;
• Assist with travel arrangements;
• Recording, transcribing and distributing minutes of meetings;
• Drafting speeches outlines, memos and notes on request;
• Monitoring, distributing and responding to incoming communications (calls, emails, faxes etc.);
• Receiving incoming visitors;
• Ordering stationery and maintaining inventory and stock;
• Filing and keeping all contact databases and logs up to date;
• Keeping an organized filing system
• Able to coordinate amongst different offices, institutions, corporations and foundations
• Organizing offices
• Summarizing various materials and documents as requested
• Conducting research
• To attend discreetly high level meetings and take minutes
• Coordinating amongst senior staff
• Assisting in organizing events of different complexity (working dinners, workshops, roundtables and conferences)
• Reviewing and sorting all incoming correspondence, distributing to appropriate group members for response and drafting own responses for review and signature.
• Scheduling appointments and agendas
• Taking dictation in English and Arabic, transposing correspondence into required formats and translate from Arabic to English and vice versa upon request
• Undertaking any secretarial duties requested

QUALIFICATIONS AND REQUIREMENTS

• A minimum of 5 years secreatarial experience, with working knowledge of contemporary office technologies and processes;
• Demonstrated ability to prioritize among multiple tasks and manage time efficiently;
• Excellent English spoken and written
• Very good IT skills
• Detail oriented and very organized
• Handle a constantly changing schedule
• Able to handle multi-tasking and stress with a cool and positive attitude
• Pleasant personality and professional
• Team player
• Working in total confidentiality
• Having a US/UK visa is a plus
• Positive attitude and exceptional follow-up skills
• Excellent written/verbal communications skills
• Working well under pressure
• Discretion at all times