Job Description

Job Summary

The Personal Assistant serves as the primary point of contact for internal and external transactions concerning the immediate superior or manager. The role manages information requests and performs assigned administrative functions, including preparing correspondence, arranging conference calls, scheduling meetings, and fulfilling administration requirements. The role also supports immediate superior through accurate information handling, organized scheduling, timely document processing, and reliable preparation of reports, memos, presentations, and other requested materials.

Job Responsibilities 1

Data Compilation and Report Preparation

• Compile required data and collate information for consideration and presentation by the immediate superior or manager within the established deadline.
• Prepare accurate, error-free reports and ensure that information is organized clearly for timely review and decision-making.

Communication Processing

• Process and respond promptly to incoming and outgoing communications received by post, telephone, fax, email, or face-to-face interaction.
• Take accurate messages and copy or distribute information to the relevant parties as necessary to support effective communication.

Calendar and Appointment Coordination

• Maintain the immediate superior’s schedule and organize appointments, conference calls, and meetings in an orderly and timely manner.
• Provide daily advice and reminders regarding scheduled commitments and ensure that critical meetings are not missed.

Visitor and Appointment Records

• Maintain a daily log of visitors and appointments so that attendance and scheduled interactions can be referenced easily.
• Receive and interact with visitors in a professional and pleasant manner that reflects positively on the immediate superior’s office.

Confidential Correspondence Management

• Distribute, record, and file correspondence, calls, and queries confidentially and accurately to maintain efficient traceability of documents handled by the immediate superior’s office.
• Protect sensitive information while ensuring that records remain organized and accessible for authorized follow-up.

Departmental Document Distribution

• Distribute departmental documents to the concerned personnel promptly and ensure that information reaches the appropriate recipients each day.
• Record all distributed documents and monitor actions taken on correspondence that requires a reply to support timely completion.

Signature File Preparation

• Screen documents intended for the immediate superior and organize them properly in the signature file on a daily basis.
• Present documents in an orderly manner so that the immediate superior can review and sign required items efficiently.

Document Movement and Quality Compliance

• Monitor all documents entering or leaving the department and maintain clear records of their movement.
• Ensure that document handling remains compliant with the quality management system at all times.

Job Responsibilities 2

Professional Reports, Memos, and Presentations

• Collate data and prepare professional reports, memos, or presentations whenever requested by the immediate superior.
• Complete requested materials within the established time frame and minimize errors through careful review and accurate preparation.

HSE and IMS Support

• Support the implementation of HSE initiatives and participate in safety-awareness activities in accordance with company and IMS policies.
• Contribute to incident reporting and resolution activities to support consistent application of workplace health and safety requirements.

Additional Responsibilities 3

Job Knowledge & Skills

Correspondence Handling:

• Demonstrates knowledge of handling and preparing correspondence accurately, confidentially, and in an organized manner.

Information Gathering and Monitoring:

• Applies knowledge of information gathering and monitoring to compile data, track documents, and follow up on required actions.

English Communication:

• Demonstrates excellent working knowledge of English in both oral and written communication.

Office Equipment and Applications:

• Uses computers and related office equipment effectively and demonstrates high proficiency in Microsoft Excel, Microsoft Word, and other office applications and programs.

ERP and SAP Functional Knowledge:

• Applies ERP knowledge, preferably SAP functional skills, as required to support successful performance in the role

Job Experience

Total Work Experience:

• Requires a minimum of 5 years of overall working experience to support effective performance of the assigned administrative responsibilities.

Relevant Work Experience:

• Requires 3 years of relevant working experience involving administrative support and related personal assistant duties.

GCC Experience:

• Two years of GCC experience is considered an advantage for the role.

Competencies

Agility

AI Fluency

Quality_321977507

Leadership_321977503

General Inventory Management L2

Calendar Maintenance L2

Document & Record Control L2

Travel Arrangements L2

Administrative Document Design L2

Boldness

Education

Bachelor's Degree in any related field

Master's degree in Business Administration