Executive Personal Assistant

2 weeks ago

Manama, Manama, Bahrain RESO Full time

A fantastic opportunity has arisen for an experienced Personal Assistant (EPA) to join an organisation and manage the Managing Director's office.

The role requires superior organization, coordination, and facilitation skills to ensure the smooth and efficient operation of the business. Tasks include calendar management, document archiving, and follow-up arrangements. They will have strong planning & multi-tasking capabilities that are essential in managing the daily activities while maintaining flexibility for changes.

Administrative responsibilities:

Calendar Management:

  • liaise with different parties to ensure the smooth arrangement of calendar and meetings
  • Consolidate schedules ensuring no conflict in schedule, timings or location arises
  • Liaise with external parties to arrange or amend meetings based on requirements
  • Able to approach business contacts and schedule appointments at different levels of official and government institutions
  • Prepare a dashboard with meetings attended and quantify outcomes of each meeting.
  • Provide reports to management on the total meetings attended, and measure the quantitative outcomes of meetings.

Meeting Management:

  • Take minutes at meetings, prepare minutes for approval, and maintain a permanent record of official minutes and other proceedings of all official meetings

Travel Arrangements:

  • Assist with travel arrangements (Chairman's/Shareholder travel arrangements, bookings, meetings while traveling, etc.)

Project Management:

  • International meetings: liaise with the head office in the region and Europe to follow up on different projects and deliverables
  • Monitor project progress with internal and external stakeholders, and create status reports to management.
  • Follow up with key stakeholders to gather information and details related to different projects & identify bottlenecks.
  • Effectively solve problems.
  • Create reports and presentations to management and key stakeholders

Archiving and Documentation:

  • Maintain up-to-date records of all necessary documentation on the assigned system for review by management
  • Conduct research, reviews, or summarizations on different topics as required
  • Other ad hoc duties as required

Important:

  • The role is sensitive: so the candidate must maintain confidentiality at all times

Eligibility Criteria:

  • Excellent English verbal and written communication skills
  • Professional and mature in dealings
  • Tech-savvy
  • Efficient organization and administrative skills
  • Firm command on responsibilities
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