PA to Managing Director

Mackenzie Jones; Dubai; On-site; AED 40,000 - 70,000; Full time

Job summary

An established industry player is seeking a dedicated Personal Assistant to support the Managing Director in a fast-paced environment. This role involves managing complex schedules, coordinating travel, and handling confidential information with utmost discretion. The ideal candidate will be detail-oriented, organized, and proficient in MS Office tools. Joining this dynamic team means being part of a company that values personalized service and commitment to excellence in the oil and gas sector. If you thrive in a challenging environment and are ready to make a significant impact, this opportunity is for you.

Qualifications

• Proven experience as a Personal Assistant or similar role.
• Strong organizational skills with attention to detail.

Responsibilities

• Manage complex diary and travel arrangements for the MD.
• Prepare business reports and presentations for executive meetings.

Skills

Diary Management

Travel Coordination

Confidentiality Handling

MS Office Proficiency

Bilingual Communication

Tools

SharePoint

Job description

My client is currently seeking a Personal Assistant (PA) to support the Managing Director of a leading provider of Health, Safety, Security, and Environment (HSSE) and support services to the Middle East and Africa (MEA) oil and gas industry.

Key Responsibilities:

1. Extensive and complex diary management; preparation of detailed international travel itineraries, including visas, correspondence support, and management of highly confidential matters.
2. Manage and administer meetings and conferences, both local and international, including Board meetings, Executive Leadership Team meetings, and corporate social events.
3. Interface with senior clients and partners.
4. Assist with the preparation of business reports and presentations.
5. Provide administrative support such as managing expenses, correspondence, IT requests, file management, and liaising with internal departments.
6. Screen telephone calls and emails of the MD, taking appropriate actions where necessary.
7. Support the MD with all presentations required for executive meetings.
8. Liaise with regional staff as needed.
9. Maintain an effective document management system for both paper and electronic documents.
10. Manage tasks including status updates, time management, notifications, meeting organization, and follow-up of assigned tasks.
11. Administer and follow up on action points from meetings.
12. Manage the SharePoint site.
13. Handle visa management for the team, ensuring key individuals have the necessary visas for relevant countries.
14. Coordinate travel arrangements for key team members.
15. Handle purchase orders as required.
16. Serve as the IT Key User for the team.

Candidate Requirements:

• Fluent in at least two languages, with Arabic preferred.
• Extremely efficient, organized, and detail-oriented.
• Experience and sensitivity in handling confidential information.
• Proficient in MS Office tools (Word, PowerPoint, Excel, Outlook).
• Willingness to work irregular hours.

About The Company:

Mackenzie Jones Middle East has extensive expertise in HR, Marketing, Finance & Accounting, Sales, Secretarial & Business Support, Management Consulting, and Engineering recruitment. Based in Dubai since 2006, our office covers the GCC and Levant countries. We pride ourselves on understanding the unique needs of our clients, companies, and candidates, and providing personalized service with honesty, commitment, and results.