Personal Assistant

2 days ago

Riyadh, Saudi Arabia Informa Markets Full time

Company Description

Tahaluf is rewriting the events playbook. Its purpose is transformational, its DNA digital, and its ambition unprecedented. Over the next 12 months Tahaluf will scale to further increase its lead as the largest B2B Live and On Demand Events organiser in Saudi Arabia: by SQM, Attendance, Colleagues and Revenue.

To scale at this pace requires impeccable local partners, and Tahaluf is proud to enjoy the support and partnership of several Gov and Non Gov Organisations that are at the apex of Saudi’s B2B and B2C large scale events scene. In fact, our partners don’t just support the expansion of live events in the Kingdom; they’re also the partner of choice for heavyweights like Apple, Amazon and AliBaba.

**Job Description**:
The primary purpose of the role is to provide administration and coordination support, including inbox and diary management, meeting, and travel coordination as well as communication assistance and business support activities to assist business planning and project management activities.

The role will involve working within a fast-paced, complex global environment and will require independence and initiative to ensure any potential obstacles such as changing requirements are managed effectively to ensure minimum disruption. It will also be essential to be able to prioritise and manage multiple and varied activities simultaneously.

**Key Responsibilities**

**Administration & Coordination**
- Arranging travel, accommodation, relevant visas for frequent business travel for internal and external meetings/events for each Executive.
- Coordinating internal/external meetings and work closely with internal and external stakeholders to ensure attendance and necessary documentation is distributed in a timely manner.
- Organising global video/telephone conferences across multiple time zones.
- Collating and issuing the agenda and minutes for regular meetings along with agreed follow up actions.
- Managing, monitoring and reporting, when necessary, the processing and coding of invoices and expense claims for each Executive.
- Ensuring all hardcopy and electronic materials containing confidential information are securely stored and only accessible to those authorised to view such content.

**Communication**
- Pro-active & complex diary management syncing with various time zones.
- Inbox management for each Executive to meet their requirements and to support prioritisation of tasks.
- Managing incoming/outgoing communication for the Executives as appropriate to manage expectations of internal and external customers.
- Building strong relationships with Informa divisions within the global business.
- Meeting and greeting visitors at all levels of seniority.
- Attend relevant meetings to ensure representation.

**Business Support**
- Supporting the Executives to research and collate data, prepare reports and presentation packs for different stakeholders
- Contributing to and monitoring specific projects as assigned or agreed by the Executives
- Any other duties commensurate with this level and role.

**Qualifications**:
**Qualifications**
- Educated to degree level or equivalent

**Qualities & experience**
- Previous comprehensive PA experience
- Experience in diary management
- Experience in processing visa documentation, travel arrangements,
- Working across different time zones

**Skills**:

- Excellent verbal and written communication skills and professional telephone manner
- High standards of accuracy, quality and attention to detail
- Strong time management skills and ability to prioritise under pressure without compromising quality
- Flexible and possess ability to adapt to fast changing environment
- Enthusiastic, confident, "people orientated" personality required - able to liaise with people to achieve work goals whilst enhancing relationships
- Ability to keep information organised and confidential
- Helpful, discreet, and mature approach to work
- Advanced skills in Microsoft Office - in particular PowerPoint and Excel

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