Job Description

Job Summary

The Executive Personal Assistant provides full senior-level administrative and secretarial support to ensure the smooth management of the immediate superior’s day-to-day affairs. The role handles sensitive and complex matters professionally and objectively, serves as the primary point of contact for internal and external constituencies, manages information requests and communications, prepares correspondence, arranges conference calls and meetings, and fulfils assigned administrative requirements.

Job Responsibilities 1

Data Compilation and Reporting

• Compiles and collates the required data carefully so that complete and accurate information is available for the supervisor’s consideration and presentation whenever requested.
• Prepares professional, error-free reports within the established deadline and checks the information before submission to minimize errors and support reliable decision-making by the supervisor.

Incoming and Outgoing Communications

• Processes and responds professionally and promptly to all incoming and outgoing communications, including post, telephone calls, fax, email, and face-to-face enquiries. The communication should be prioritized according to urgency, sensitivity and the action expected from the immediate supervisor or department.
• Takes accurate messages and copies, records, or distributes information to the appropriate recipients as necessary so that communications are handled efficiently and without unnecessary delay.

Job Responsibilities 2

Guest Admission and Visitor Records

• Checks and manages the admission of guests who arrive without appointments before they are granted access to the immediate supervisor.
• Maintains an accurate daily log of visitors and appointments so that the office has a clear and easily accessible record for reference.

Confidentiality and Information Traceability

• Maintains strict confidentiality when handling sensitive correspondence, calls, queries, information requests, and other matters relating to the immediate supervisor’s office. Sensitive information should be shared only with authorized recipients.
• Accurately distributes, records, or files correspondence, calls, and queries so that every document and communication handled by the office can be traced efficiently.

Document Distribution and Signature Files

• Distributes departmental documents to the concerned personnel in a timely manner so that required information and actions reach the appropriate recipients without delay.
• Screens documents carefully and organizes them in the signature file each day so that items requiring the immediate supervisor’s review or approval are presented properly.

Correspondence Monitoring and Follow-up

• Records all distributed documents and monitors the actions taken on correspondence that requires a reply to support timely follow-up and completion.
• Reviews pending documents and matters each day and promptly advises the immediate supervisor when any item requires immediate attention.

Additional Responsibilities 3

Job Knowledge & Skills

Administrative Support

• Demonstrates proficiency in scheduling meetings, managing calendars, organizing travel arrangements, and handling correspondence to support efficient office operations.

Time and Priority Management

• Prioritizes tasks, manages deadlines, and handles multiple responsibilities simultaneously to optimize the executive’s time and productivity.

Confidentiality

• Understands the importance of maintaining discretion and professionalism when handling sensitive financial documents, legal matters, and personal correspondence.

Communication

• Uses excellent verbal and written communication skills to liaise clearly and professionally with executives, clients, vendors, and other internal and external stakeholders.

Problem Solving and ERP Knowledge

• Anticipates and addresses issues proactively, troubleshoots problems independently, identifies effective solutions, and applies ERP knowledge, preferably SAP functional skills.

Job Experience

Overall Working Experience

• Requires a minimum of five years of working experience that supports the effective delivery of administrative and secretarial duties and the day-to-day requirements assigned by the immediate supervisor.

Relevant Working Experience

• Requires at least three years of relevant working experience in calendar and meeting coordination, correspondence handling, document control, report preparation, communications, and direct support to the immediate supervisor.

GCC Working Experience

• Two years of GCC working experience is considered an advantage.

Competencies

Agility

AI Fluency

Resilience

Quality_321977507

Leadership_321977503

General Inventory Management L2

Calendar Maintenance L2

Document & Record Control L2

Travel Arrangements L2

Administrative Document Design L2

Education

Bachelor's Degree in Business Administration or any related field