Personal Assistant

Job Title: Personal Assistant

Location: Dubai, United Arab Emirates

Job Type: Full-time (in person)

About the job:

We are seeking a highly organized, discreet, and proactive Personal Assistant to provide comprehensive executive and personal support the Director.

This role requires a high level of trust, confidentiality, and adaptability, combining business, personal, and household management responsibilities, along with oversight of PRO and regulatory matters.

The ideal candidate will be detail-oriented, resourceful, and experienced in managing both corporate and private environments, including coordination of domestic staff and government-related processes

Key Responsibilities:

Professional & Corporate Support

• Calendar Management: Organizing meetings, handling reschedules, and coordinating appointments.
• Email Management: Managing email accounts, including outreach, data extraction, and correspondence as needed.
• Event Management: Coordinating with vendors, sourcing resources, and managing company and personal events
• Bookkeeping Coordination: Working with Chartered Accountants for personal bookkeeping.
• Team Coordination: Liaising with internal team members to support the Director's requirements and directives.
• Project Coordination & Follow-ups: Assisting with ongoing projects and ensuring timely completion of assigned tasks.
• Finance Coordination: Working closely with the finance team for payments, invoicing, and budgeting activities.

Personal & Lifestyle Management

• Medical & Insurance Coordination: Scheduling medical appointments and obtaining necessary insurance approvals.
• Travel Arrangements: Handling visas, tickets, hotels, and transportation for the Director and others as instructed.
• Vendor Management: Identifying new vendors, coordinating with existing ones, and maintaining vendor ledgers.
• House Management: Managing personal staff, advance accounts, and insurance and visa renewals for domestic employees.
• Banking & Financial Coordination: Liaising with UAE banks, managing personal and company accounts, and approving vendor payments.
• Payments & Financial Tracking: Handling schedules, credit card summaries, memberships, utility bills, and other personal payments.
• Property & Maintenance Oversight: Coordinating house maintenance work with contractors and multiple vendors.
• Documentation & Administrative Work: Managing documents for personal and company needs, including but not limited to, loan applications and official paperwork.
• Insurance Management: Maintaining vehicle, health, and life insurance policies for the Director.
• Personal Assistance: Managing personal errands requests as required.

Competencies required (role-based):

• Is highly emotionally intelligent to pick up on 3rd parties’ nuanced sentiments and act accordingly
• Is available to respond within 15 minutes of receiving a message
• Knows how to be a gatekeeper and discern between important vs. unimportant incoming inquiries & requests
• Writes high-quality, professional business e-mails in effective and suitable tones
• Has a resilient mentality: thinks deep to come up with creative solutions for complex problems & situations
• Resourceful: Knows how to find the answer to a burning question when he or she doesn’t immediately know the answer
• Conflict resolution: Exhibits a friendly yet stern personality to effectively resolve potential conflicts and concerns
• Produces coherent, well-structured, and well-formatted Excel (Google Sheets) sheets quickly & effectively