Personal Assistant

About AMANA:

Group AMANA is in constant forward motion. Over decades of growth, we have adopted intelligent solutions that improve the way we build, making AMANA a regional leader in the industry today.

We have gone beyond conventional construction by championing intelligent solutions that improve the way we build. We are the region’s trusted design-build company, specializing in industrial construction for over three decades. Our reputation is built on our ability to provide turn-key solutions for fast-track projects, repeatedly.

We are a human-centric organization, promoting learning and development opportunities for all employees to thrive in dynamic markets. By investing in our people’s continued growth and learning, we challenge and change how we build together – people and business.

Role Overview:

We are looking for a proactive, highly organized, and detail-oriented Personal Assistant to support C-level executive(s) in managing both professional and personal tasks with the highest-level efficiency and confidentiality.

The ideal candidate will have excellent written and verbal English communication skills and advanced proficiency in Microsoft Office applications and virtual collaboration tools. Key responsibilities include managing several complex executive calendars and coordinating detailed international travel arrangements across multiple time zones while maintaining the highest standards of professionalism and accuracy.

Key Responsibilities:

• Provide full administrative and executive support to board members, ensuring daily operations run smoothly.
• Manage and coordinate high-volume executive calendars, including meetings, personal appointments, and internal/external engagements, across multiple time zones to ensure efficient scheduling without conflicts.
• Organize and oversee all aspects of international and domestic travel, including:
• Booking flights, accommodation, and ground transportation
• Managing visa processes and travel documentation
• Preparing accurate, detailed, and time zone-aware itineraries for international schedules
• Adapting quickly to last-minute schedule or travel changes across time zones
• Draft, edit, and format professional business documents, reports, presentations, and correspondence.
• Act as a point of contact between the board and internal/external stakeholders, maintaining clear and timely communication.
• Plan and coordinate end-to-end logistics for meetings, events, and offsite board activities, including venue, agenda, catering, and scheduling.
• Maintain organized filing systems (both electronic and physical).
• Support the onboarding of new board members by providing necessary documentation and orientation.
• Handle cash management duties, including petty cash handling and reconciliation.
• Manage corporate credit card transactions, ensuring timely reconciliation and accurate expense tracking for events, travel, and office supplies.
• Continuously identify and implement process improvements for more efficient administrative operations.

Educational Qualifications, Experience and Skills:

• Degree in Business Management or secretarial studies
• Minimum of 5 years’ experience in similar role; GCC experience is required
• Excellent interpersonal and organizational skills, business ethics, professionalism, attention to detail, and great teamwork
• Able to handle confidential information and good time-management
• Excellent English communication (written & spoken)
• Advanced Microsoft Office skills (Outlook, Word, Excel, PowerPoint)
• Proficiency in Microsoft Teams or similar collaboration tools
• Excellent time-management, organizational, and multitasking skills
• High attention to details and commitment to accuracy and quality output
• Customer service-oriented mindset; prior experience in hospitality is a plus

What makes a true AMANAian?

• We know that our company growth and success come from our people who continuously drive our company, partners and clients forward. Our community of talented employees, AMANAians, are built on the eight foundations of the Group Amana workforce.
• We are Team Players.
• We are Reliable.
• We communicate with Clarity.
• We make decisions based on Understanding.
• We are Accountable.
• We foster Integrity.
• We are human Driven.
• We are Adaptable and Agile