Personal Assistant to the Director

Job description / Role

Position Overview:

We are seeking a dynamic and organized individual to join our team as a Personal Assistant. The successful candidate will provide comprehensive administrative and personal support to the Director in order to optimize their productivity and efficiency. This role requires exceptional organizational skills, attention to detail, and the ability to handle sensitive information with confidentiality.

Responsibilities:

• Calendar Management: Efficiently manage the calendar, schedule appointments, meetings, and travel arrangements. Ensure all commitments are met and conflicts are resolved.
• Communication: Act as a liaison between all internal/external stakeholders. Manage emails, phone calls, and other forms of communication, prioritizing and relaying important information in a timely manner.
• Travel Coordination: Arrange all aspects of travel, including transportation, accommodations, and itineraries. Anticipate travel-related needs and proactively address any potential issues.
• Documentation: Create, edit, and proofread documents, presentations, and reports. Maintain organized electronic and physical filing systems.
• Task Prioritization: Analyze tasks and projects, prioritize them based on importance and urgency, and ensure that deadlines are met.
• Research: Conduct research on various topics as requested by the [Employer/Executive/Principal]. Summarize findings and present relevant information to aid in decision-making.
• Meeting Support: Prepare meeting agendas, take minutes, and distribute meeting materials. Coordinate follow-up actions and ensure they are completed in a timely manner.
• Personal Errands: Assist with tasks and errands as required, maintaining the same level of professionalism and attention to detail.
• Confidentiality: Handle sensitive and confidential information with the utmost discretion and professionalism.
• Problem Solving: Quickly and effectively address challenges that arise, finding practical solutions to various issues.
• Event Coordination: Assist in planning and executing events, both professional and personal, ensuring all details are meticulously organized.

Requirements

Qualifications:

• Education: A bachelor's degree or equivalent is preferred.
• Experience: Prior experience as a personal assistant, executive assistant, or in a similar administrative role is a plus.
• Organizational Skills: Exceptional organizational and time-management skills, with the ability to multitask and manage priorities effectively.
• Communication: Excellent written and verbal communication skills. Able to communicate professionally and effectively with various stakeholders.
• Tech-Savviness: Proficient in using productivity software and tools, including Microsoft Office Suite, calendar apps, and cloud-based collaboration platforms.
• Adaptability: Ability to work in a fast-paced environment, adapt to changing priorities, and remain composed under pressure.
• Discretion: Strong sense of confidentiality and professionalism when handling sensitive information.
• Attention to Detail: Meticulous attention to detail, ensuring accuracy in all tasks and communications.
• Problem Solving: Resourceful and proactive in addressing challenges and finding solutions.

About the Company

Driven to create unique home-grown food concepts that bring people together, the Independent Food Company is a UAE-based hospitality company with multiple concepts under it’s umbrella – SALT, Switch, Parker’s, Candy, Grind, Somewhere and Public.