Chairman’s Personal Assistant

Department: Executive Office

Reports To: Chairman / Board of Directors

Job Summary

The Chairman’s Personal Assistant is responsible for delivering high-level administrative and operational support to manage both the professional and personal affairs of the Chairman efficiently. This role requires exceptional organizational abilities, discretion, professionalism, and strong multitasking skills in a dynamic, fast-paced environment.

Key Responsibilities

Executive Support

· Oversee the Chairman’s complex calendar, appointments, and daily schedule to ensure effective time management.

· Coordinate and organize meetings, including preparing briefing materials, agendas, presentations, and ensuring timely follow-ups.

· Draft, edit, and review professional correspondence, speeches, and reports on behalf of the Chairman.

· Maintain, organize, and update key business documents, confidential files, and sensitive records.

· Assist the Chairman in decision-making by preparing concise summaries, analytical reports, and business briefs.

· Represent the Chairman with professionalism in all communications with high-profile clients, investors, and government officials.

·  Attend meetings as required, record minutes, and ensure prompt completion of follow-up actions.

· Handle confidential and strategic communication between departments and external stakeholders with discretion and accuracy.

Administrative & Office Coordination

· Coordinate with various departments to ensure timely submission of reports, proposals, and documentation for the Chairman’s review.

·  Oversee the planning and organization of corporate events, business trips, and official functions hosted or attended by the Chairman.

·  Manage document signing, approval tracking, and ensure accurate archiving of all official records.

· Liaise with executive secretaries and departments such as Legal, HR, and Finance on behalf of the Chairman to maintain efficient workflow.

· Prepare and monitor expense reports and reimbursements, ensuring financial accuracy and compliance for all Chairman-related activities.

· Maintain and regularly update contact databases for VIP clients, government officials, and key business partners.

Travel & Logistics

• Arrange both international and domestic travel, including flight bookings, visa processing, accommodations, transportation, and detailed itineraries.
• Coordinate protocol arrangements for business delegations and official visits.
• Ensure all travel documents, meeting materials, and itineraries are accurate, complete, and up to date.

Personal & Lifestyle Management

· Manage personal appointments, household coordination, and family-related schedules as required.

· Handle personal errands, purchases, and concierge tasks with discretion and efficiency.

· Coordinate with personal staff, including drivers and household employees, to ensure smooth daily operations and scheduling.

· Assist in organizing family travel, events, and private functions, ensuring all arrangements are executed seamlessly.

Communication & Public Relations

· Serve as the primary point of contact for all matters addressed to the Chairman’s office.

· Manage incoming communications with discretion, prioritizing urgent matters effectively.

· Coordinate with media, PR, and marketing teams for public appearances, interviews, and company representation.

· Assist in the preparation of speeches, messages, and social media content as needed.

Confidentiality & Discretion

· Maintain the highest level of confidentiality concerning corporate strategies, financial matters, and personal affairs.

·  Manage sensitive information and relationships with integrity, professionalism, and complete discretion.

Qualifications

· Bachelor’s degree in Business Administration, Management, Communications, or a related field.

· Minimum of 5 years’ experience supporting C-level executives, preferably in multinational or corporate settings.

· Excellent verbal and written communication skills in English; knowledge of Arabic, Russian, or Georgian is a plus.

· Proficient in MS Office Suite, Google Workspace, and scheduling/organizational software.

· Demonstrates strong judgment, initiative, and the ability to anticipate needs proactively.

· Flexible and willing to travel or work outside standard hours as required.

Key Skills

· Executive-level communication and coordination skills

· Strong discretion, confidentiality, and professionalism

· Strategic scheduling and task prioritization

· Expertise in report writing, presentations, and professional correspondence

· Event planning and travel management

· Relationship management with VIPs and government officials

· Ability to multitask under pressure with exceptional attention to detail