Personal Assistant to Chief Executive Officer

Found in: Talent SA C2 - 7 days ago


Jeddah, Saudi Arabia Megamind IT Solutions Full time

Company Description:

MegaMind IT Solutions is a leading IT solutions organization in the MENA region. The company provides innovative, customized, and flexible business information solutions and services to its clients, with a strong focus on customer satisfaction and long-term partnerships. MegaMind IT Solutions is committed to keeping integrity, developing competencies and exceeding the expectations of its clients.

Position Summary/Overview:

  • This is a full-time on-site role for a Personal Assistant to the Chief Executive Officer.
  • The Personal Assistant will be responsible for providing high-level executive administrative assistance, including diary management, clerical skills, and administrative assistance.

Responsibilities:

Specific responsibilities as the CEO's PA will include but not be limited to:

  • Screening telephone calls, enquiries and requests, and handling them when appropriate and welcoming the CEO's guests.
  • Liaising with clients, suppliers, advisors, shareholders, intercompany directors and other staff.
  • Organize and maintain the CEO's calendar, time slot appointments, and time available for employees on a daily/weekly basis to discuss issues, problems, processes and other matters (ensuring that all internal employees provide daily feedback and reports to the CEO).
  • Word processing, dealing with correspondence, writing emails/letters and corporate documentations/SOP's/policies (further information on such detailed herein), taking dictation, typing minutes and meeting reports.
  • Organizing and attending meetings, and arranging business trips (including flights and accommodations), ensuring the CEO is well-prepared for meetings/business trips, preparing meeting agendas.
  • Dealing with the CEO's incoming email, faxes and post delegating work to managers as relevant to each staff members TOR.
  • Designing and producing documents, briefing papers, reports and presentations.
  • Organization of corporate & company entertainment, management meetings and events.
  • Devising and maintaining office systems, including data management, filing, etc.
  • Overseeing office management ensuring the CEO's high standards are maintained.
  • Oversee office procurement and overhead spending as per budget.
  • Dealing with CEO's personal matters including holidays, flights, banking, family, housing and other private matters.

Business Administrative duties:

  • Carry out specific projects, research and administration as required by the CEO.
  • Present and maintain final financial documentation, management accounts, budget and other special financial reports as may be required by the CEO from time to time.
  • Ensuring CEO sign off of financial presentations and management accounts prior to submission to the Board of Directors.
  • Research relating to governance, legal, accounting and tax implications where required by the CEO and in liaison.
  • Processing CEO's business expenses and other administrative items.

Person Specification & Qualifications:

  • Education: University degree or diploma relating to the field, preferred but not essential, Business Administration, Finance, Accounting, Law, preferred English section.
  • Experience: Minimum 5+ years' experience as Personal Assistant, Office Manager or similar role.
  • Females only.
  • Age: 25-35 years.
  • External appearance: Must be presentable and tactful in dealing.
  • Nationality: Preferably Saudi, Filipino or Indian nationality.
  • Language: Fluency in English speaking, writing and listening. Preferably be fluent in another language (Hindi, Arabic, French).

Competencies:

  • Organizational, planning and multi-tasking skills
  • Communication skills
  • Professional discretion and confidentiality
  • Information gathering and information monitoring skills
  • Problem analysis and problem-solving skills
  • Judgment and decision-making ability
  • Initiative
  • Professionalism and confidentiality
  • Attention to detail and accuracy


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