Personal Assistant (PA) to the CEO - Advertising Agency

Space Oddity

Dubai, UAE

Posted on: 23 Dec 2024

JOB DESCRIPTION / ROLE

Employment: Full Time

The Personal Assistant (PA) to the CEO plays a critical role in providing high-level support to the CEO of Space Oddity Agency. This dynamic position requires an individual who is highly organized, proactive, and detail-oriented, capable of managing a wide range of responsibilities across operations, finance, HR, administration, and more. As the backbone of the CEO’s office, the PA will assist in driving agency-wide efficiency, managing strategic initiatives, and ensuring smooth daily operations. The ideal candidate will be an exceptional multitasker and a strong communicator, capable of thriving in a fast-paced, creative environment.

Job Duties and Responsibilities:

Executive Support
• Act as the primary point of contact for internal and external communications, including emails, reports, and presentations.
• Coordinate and follow up on meetings with departments, clients, and stakeholders, ensuring smooth information flow.
• Assist the CEO with strategic planning, prepare documents, and facilitate decision-making processes.

Operations Management
• Oversee daily office operations, ensuring seamless functioning across departments (Creative, Marketing, HR, Accounts, etc.).
• Streamline workflows and operational processes to maximize agency efficiency.
• Track performance metrics for ongoing projects, ensuring deadlines and quality standards are met.
• Support operational planning and execution of advertising campaigns, collaborating cross-functionally.

Finance Coordination
• Support the Financial Advisor in managing financial documentation, including expense reports and budget tracking.
• Assist in monitoring the agency’s financial health, tracking revenues and expenditures.
• Ensure proper documentation is in place for financial reporting and auditing purposes.
• Collaborate with financial professionals, such as accountants and auditors, to ensure smooth financial operations.

Human Resources
• Assist in recruitment, onboarding, and employee relations processes to attract and retain top talent.
• Ensure compliance with labor laws and internal HR policies.
• Maintain and update employee records, benefits programs, and performance tracking systems.
• Collaborate with HR on performance reviews, employee development, and staff engagement.

Legal & Compliance
• Work with advisors to draft, review, and manage contracts, agreements, and compliance documentation.
• Ensure the agency adheres to relevant laws, regulations, and corporate policies.
• Handle sensitive legal matters with discretion, ensuring confidentiality.

Office Management
• Supervise administrative staff, ensuring efficient office logistics, supplies, and technology.
• Oversee vendor relationships and contracts for office services, facilities management, and technology infrastructure.
• Implement organizational systems to improve office efficiency.

Project Management
• Coordinate cross-departmental initiatives to ensure timely delivery of agency deliverables.
• Manage client accounts, support creative and campaign management, and assist in driving projects to successful completion.
• Maintain consistent communication across teams and stakeholders, ensuring smooth project execution.

Special Projects & CEO Support
• Provide ad-hoc support on strategic projects and initiatives as needed by the CEO.
• Ensure alignment between the CEO’s personal and professional commitments, balancing high-priority tasks.
• Manage confidential tasks with attention to detail and a solutions-driven mindset.

Requirements:
• Bachelor’s degree in Business Administration or a related field (Master’s degree preferred).
• 5+ years of experience as a Personal Assistant, Operations Manager, or in a similar role, preferably in advertising or creative industries.
• Strong knowledge of office management, finance, HR, and legal principles.
• Excellent communication, organizational, and problem-solving skills.
• Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook) and project management tools.
• Ability to work independently, prioritize tasks effectively, and handle confidential information with discretion.
• Familiarity with digital advertising platforms and industry-specific tools is a plus.
• Discretion and confidentiality when handling sensitive information.
• Proactive attitude, with a capacity to embrace challenges and an enthusiasm to take initiative.

Required Competencies:
• Organization and Time Management: Ability to effectively organize and manage multiple tasks, prioritize workload, and meet deadlines in a dynamic environment.
• Communication and Interpersonal Skills: Strong written and verbal communication skills, with the ability to communicate clearly, professionally, and tactfully with various stakeholders.
• Problem-Solving and Resourcefulness: Ability to identify issues, troubleshoot problems, and find practical solutions to maintain smooth office operations.
• Adaptability and Flexibility: Ability to adapt to changing priorities, work independently, and handle unexpected situations with composure and professionalism.
• Team Collaboration: Capacity to work collaboratively and supportively with diverse teams, fostering a positive and inclusive work environment.
• Professionalism and Confidentiality: Demonstrated integrity and professionalism when handling sensitive information, maintaining confidentiality and discretion.
• Customer Service Orientation: Commitment to providing excellent service to both internal and external stakeholders, demonstrating a helpful and responsive attitude.

ABOUT THE COMPANY

Space Oddity is a fully integrated advertising agency with offices in the UAE and Lebanon since 2009. Our eclectic team of talents believes that groundbreaking concepts come from a spotless know-how and a pinch of eccentricity.

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